Program & Outreach Coordinator - Dane County

The WRTP/BIG STEP Program & Outreach Coordinator is actively engaged in the outreach, planning and implementation of programs and services for the South Central Region office in alignment with the organization’s Industry Work Plan and toward meeting contract goals and performance with a focus on the coordination of apprenticeship preparation and tutoring services. Position reports directly to the South Central Region Manager. The Program & Outreach Coordinator serves as the liaison between staff, community, agencies, schools and school districts, and funders.

This position counsels, mentors, guides, and advises participants as they explore and pursue their career pathway in the construction industry.

Essential Duties and Responsibilities

Outreach

• Provide direct outreach, recruitment, selection of program participants, coordination, oversight of curriculum implementation, testing, and other programming as necessary.
• Coordinate recruitment activities with staff, members, partners, and volunteers.
• Communicate with partner agencies and organizations, recruiters, and case managers to provide eligible candidates with a clear understanding of goals, requirements, and opportunities.
• Facilitate a weekly Orientation, ensuring effective delivery and engagement of participants.
• Manage case management and data follow-up for students attending orientation, ensuring proper documentation, and tracking of participant progress.
• Respond to, coordinate, and fulfill community requests for information, presentations, and participation at community events.
• Facilitate informational meetings and attend events targeting low-income, underserved, and marginalized residents and their families.
• Actively seek presentation sites for program promotion/education in various organizations such as adult education centers, job service settings, public and private schools, community centers, parenting programs, housing programs and other relevant organizations.
• Conduct activities to recruit individuals and increase local resident involvement.
• Assist with systems to document efforts, client participation, referrals, and follow-up.
• Introduce best practices, pilot activities, and adopt innovative approaches to recruiting and maintaining programmatic outcomes.
• Engage diverse and non-traditional locations/partnerships to strengthen and increase programmatic outreach.
• Distribute program marketing materials to targeted audiences.
• Establish relationships and build rapport with site staff to enhance ongoing programmatic implementation.
• Triage and respond to participant inquiries, providing timely and accurate information to address their needs.
• Follow up with participants to ensure their inquiries are resolved and provide additional support as needed.

Intake & Triage

• Coordinate the intake process and operation by providing guidance and support for staff, partner agencies, and participants to ensure a smooth operation of the intake process.
• Establish and maintain positive relationships with participants, referral sources, and other stakeholders, serving as a point of contact for inquiries and concerns.
• Gather and record essential information from interested participants, such as personal details, contact information, and relevant background information.
• Respond promptly and effectively to participant requests and concerns, striving to resolve issues and maintain participant satisfaction.
• Assess the needs of participants during the intake process while facilitating the delivery of high-quality care. 
• Ensure compliance with legal guidelines and regulations governed by contracts, including adherence to relevant policies and procedures.
• Coordinate with management the interpretation and implementation of policies, procedures, and standards of care within the intake department, providing guidance and support to staff as needed.
• Collaborate with other departments and stakeholders to optimize the intake process and improve the overall quality and experience.
• Monitor intake activities and performance metrics, identifying areas for improvement and implementing strategies to enhance efficiency and effectiveness.
• Maintain accurate records and documentation related to intake activities, ensuring confidentiality and compliance with privacy regulations.
• Input data into Efforts To Outcomes (Database System), ensuring all calls, appointments and screening are documented and processed in accordance with Intake policies.
• Performs audits and communicates findings and recommendations verbally and via reports as required.
• Performs off-site intake process for outreach events as needed.
• Process participant files according to established procedures and timeline, maintaining a high level of efficiency and productivity.
• Run input and outcome reports as needed and requested.

Program Coordination

• Assist with development and implementation of all programming including coordinating apprenticeship preparation, tutoring, curriculum, industry certifications, testing, and other programming as necessary.
• Oversee all office operations for programs.
• Ability to meet all responsibilities and contractual agreements of grants, partnerships, and program operations.
• Provide overall support by implementing training classes and programming.
• Evaluate, inform, organize, and connect participants with additional resources.
• Manage multiple projects and prioritize tasks. Effectively delegate and provide follow up to ensure projects get to completion.
• Collaborate with South Central Region Manager to conduct effective orientation and recruitment sessions and provide quality customer service to all participants.
• The Program Coordinator analyzes reports from the Efforts to Outcomes (ETO) database in conjunction with Excel spreadsheets to provide accurate data regarding progress toward identified program goals.
• Provide smart and effective, light case management with participants including assessment, career guidance, education/information, referrals, follow up, data entry in ETO and professional relationships with community partners.
• Provide support for agency outreach, orientations, recruitments, trainings, and community events.

Evaluating

• Monitors contractual outcomes, assists in reporting, and communicates with leadership.
• Ensures that initiatives, policies, and processes are effectively delivered, communicated, and monitored.
• Evaluate program effectiveness to develop improved methods.
• Provide feedback to and input in the annual development of Work Plan and ensure all work throughout the year is responsive to and in coordination with the Work Plan.
• Develop and track related metrics from the ETO database in conjunction with Excel spreadsheets to provide accurate data in regard to progress towards identified program goals.
• Participate in professional development and training.
• Evaluate, organize and connect participants and families to resources.

Instruction

• Observe and support partner sponsored classes and events.
• Instruct participants periodically on soft skills and industry related topics.
• Prepare supplies & materials for Club activities.
• Document accidents and behavior incidents as necessary.

Administration, Other Duties & Responsibilities

• Proctor Accuplacer exams.  Enter scores in the Efforts to Outcomes (ETO) database,
• Track metrics from the Efforts to Outcomes (ETO) database in conjunction with Excel spreadsheets to provide accurate data regarding progress toward identified program goals.
• Assisting with special projects assigned.
• Maintain confidentiality of all agency files/records, business lists, and contractual agreements.
• Provide coverage for colleagues when needed.
• Communicate, including greeting and directing clients and guests in a professional and consistent manner and understanding and communicating programs, enrollment, and eligibility processes.
• Perform clerical and office functions such as but not limited to answering multiple phones and directing a wide variety of callers in an accurate and professional manner.
• Perform other job-related duties that are necessary to carry out the responsibilities of the position and/or the organization.

Minimum Qualifications

• A bachelor’s degree or related certifications.
• Bi-lingual preferred.
• Preferred experience working with workforce development, and/or knowledge of the skilled trades, apprenticeships, and training programs.
• Must have a valid driver’s license and reliable transportation with proof of insurance.
• Previous experience working with federal and state-based programming such as FSET, WIOA, and other DOL and DWD job training programs is desired.

Knowledge, Skills, and Abilities

• Thorough knowledge of standard computer programs, including Microsoft Office, and ability to learn new systems.
• Project management experience is favorable, utilizing planning and organizational skills and the ability to manage multiple projects and prioritize tasks to ensure projects get to completion.
• Outstanding oral and written communication skills.
• The ability to work comfortably with a wide range of customers, in both group and individual settings in a calm, respectful, and professional manner always.
• Understanding others challenges and barriers and the ability to adjust and provide guidance to help participants achieve their career goals.
• The ability to establish rapport and relate sensitively to a multiracial and multicultural group of customers.
• Excellent interpersonal skills and experience collaborating in a multi-disciplinary, diverse, and dynamic team is necessary.
• Demonstrated resourcefulness in setting priorities, proposing new ways of creating efficiencies.
• Self-starter: able to multi-task while also being highly detail oriented.
• Some knowledge of implementing urban programs and training.
• Knowledge of construction industry and State of Wisconsin Apprenticeship system helpful but not required.
• This position requires the ability to regularly sit and write at a computer, stand, and lift less than 20 pounds to stock office supplies, frequently move from room to room to accommodate guests, use a telephone, and use a computer equipment to generate input and output and transmit data.

Personal Attributes

• Follow the WRTP|BIG STEP Code of Conduct.
• Resourcefulness in setting priorities, proposing new ways of creating efficiencies.
• Adhere to established policies and procedures of the program, agency and of all funding sources.
• Conduct self in an ethical manner.
• Ability to relate to young people AND keep a professional distance a must.
• Role model a positive attitude and provide affirming feedback and positive reinforcement to participants.
• Must be grounded and organized and yet flexible and open to the changing demands of a small organization.
• Willing to step into tasks as needed and requested by WRTP|BIG STEP leadership.
• Maintain professional, respectful, inclusive and equitable treatment and relationships with staff, participants, and all external persons and agencies involved with WRTP|BIG STEP and its partnering agencies.
• Demonstrates commitment to the WRTP|BIG STEP mission, vision, and values.

Work Relationship

• Reports to the South Central Region Manager.
• Has contact with a wide variety of individuals including, but not limited to staff, partnering agencies, federal and state-based contractors/vendors, unions, employers, and members of the community and must have the ability to develop and maintain collaborative partnerships, engaging others to leverage resources to achieve goals and an entrepreneurial approach.

Working Conditions

• Work is performed in a direct service environment on and off site.
• Travel within Wisconsin and as required for education events, etc. The employee might be required to work in outside environments, occasionally during periods of inclement weather
• Will work with a diverse population and may include youth, recently released individuals, individuals facing barriers.
• 40 hours per work week.  Work hours may vary depending on organizational needs and will include some evenings and Saturdays and will occasionally need to flex hours by starting and ending later.

WRTP/BIG STEP is an equal opportunity/ADA employer.  All federal, state and local and other fair employment standards including EEO and ADA requirements in race, gender, gender identification, religion, national origin, disability, political affiliation, veteran status, veterans or disabled veteran’s status as found in 41CFR 60-1.4, 60-250.4 and 60-741.4 are herein incorporated by reference.  Reasonable accommodations requested by qualified individuals with disabilities will be made in accordance with the Americans with Disabilities Act (ADA) of 1990.  WRTP/BIG STEP encourages applications from all the above referenced protected and unprotected status groups.

• Health Insurance - Employer pays 85% health premium
• Dental and Vision Insurance (single or family) – 100% Employer paid
• Life Insurance, Accidental Death & Dismemberment Insurance – 100% Employer paid
• Short Term & Long-Term Disability Insurance – 100% Employer paid
• 10 vacation days after 90 days of employment and up to 9 personal days annually
• 14 Paid Holidays annually
• 10% of monthly salary contributed to retirement accounts
• Position Description: Represented, Exempt
• Hours: Full time, 40 hours/week
• $20 - $26 per hour, based on experience