JOB TITLE: Program Assistant, Pre-Employment Education and Training Department
Reports to:
Program Manager, Environmental Career Worker Training-Chicago: Director, PEET and OCS Programs
General Summary:
Responsible for the maintenance of Administrative, Communication and Database Support to the Pre-Employment Education and Training Department programs. Responsible for working with staff, general public, students, and potential students in support of PEET program goals.
Principal Roles and Responsibilities:
Field phone calls and emails requesting information about programs and invite individuals to orientation sessions
Work collaboratively with program staff to schedule appointments for participants interested in applying for programs
Screen all new program applicants for programs using grant-appropriate assessment tools and techniques
Provide appropriate, accessible external referrals for applicants not enrolling in programs
Responsible for opening classroom, greeting students and instructors
Develop and maintain office filing systems
Collect, review and enter data into student files and database
Liaison and follow-up with local area training sites, consultants and trainers as needed
Order program related equipment, materials and supplies
Maintain student files and the OAI Track Database
Prepare formal documents, letters, reports and certificates, as requested
Provide programmatic support in areas of office procedures, communication systems, and document design and delivery
Schedule and attend department meetings; take minutes, as required
Compile and submit course notifications and licensing applications to certifying agencies
Assist in developing/coordinating staff/programmatic events
Other duties as assigned
Student/Graduate Engagement Responsibilities:
Engage students/graduates and establish trusting, collaborative relationships
Provide student support to ensure successful completion of training
Provide outreach services as necessary to students when they miss scheduled training and appointments
Receptionist Responsibilities:
# Answer phones and welcome guests in a polite and welcoming tone
# Receive and disseminate incoming fax documents
# Process outgoing and incoming mail
# Coordinate meeting and classroom reservation calendars
# Oversee computer lab including compliance with rules
# Maintain daily sign-in/out sheet
# Regularly update OAI employment and resource board
# Other duties as assigned
Minimum Knowledge, Skills and Abilities required:
Excellent customer service skills. Motivated self-starter, socially conscious with ability to work with diverse populations. Adept at disseminating application and assessment tools, strong oral and written skills, detail oriented with the ability to proofread and edit data and narrative reports, excellent organization skills, proficient in use of MS Word, Excel, PowerPoint software, team player who can also work well independently. Must be organized, confident, articulate public speaker, team player, detail-oriented.
Position Qualifications:
BS/BA degree preferred, with 2-3 years of office experience. Data base management and extensive administrative and informational support background or equivalent. Bilingual Spanish-English a plus.
How to apply
To apply, please send cover letter and resume to jobapps@oaiinc.org with “Program Assistant” in the subject line