Program Specialist
: Job Details :

ABOUT US: The Center for Workforce Inclusion CWI is the only national nonprofit organization dedicated exclusively to the workforce development needs of older job seekers from low-income households. A 501(c)(3) nonprofit organization, we empower our clients with in-demand skills, resources to overcome barriers to employment, and pathways to economic security. Since our founding, we have partnered with nearly 500,000 job seekers and more than 5,000 employers in industries ranging from financial services, hospitality, and office administration to social services, health care, and transportation. Learn more at www.centerforworkforceinclusion.org OVERVIEW The Program Specialist is a vital member of CWI's Central Maryland Senior Community Service Employment Program (SCSEP) team that serves eligible job seekers in Baltimore City, Anne Arundel, Baltimore, Carroll, Cecil, Dorchester, Harford, Howard, Somerset, Wicomico, and Worcester counties. The Program Specialist supports the Program Manager and Project Coordinator with office and program operations to ensure successful attainment of the annual SCSEP goals, and professional, prompt, accurate, and customer service. CWI's Central Maryland SCSEP office is the Center's flagship SCSEP operations hub within its SCSEP subgrantee network in 12 states. The incumbent will be based in CWI's Baltimore office and can expect to travel locally up to 25% of the time. This position is part of our Local 2 Bargaining Unit. RESPONSIBILITIES

• Ability to work positively with others in a team environment, prioritize assignments and communicate effectively with Center staff, , program job seekers, Host agencies, and other stakeholders.
• Attain an understanding/command of SCSEP regulations and Center SCSEP policy and procedures, and Maryland office operating procedures.
• Process confidential and time-sensitive program and job seeker documents.
• Respond to and work with SCSEP Program Officers, Center Managers, and other staff regarding monitoring, compliance, and data-validation, Apricot 360 and/or GPMS data entry.
• Provide administrative support such as creating file folders/labels; making copies of documents for meetings, training sessions, etc., and as needed.
• Provide support such as scheduling phone calls and/or virtual meetings with host agencies, job seekers, Center staff, and other stakeholders.
• Help plan and implement logistics of annual Recertification process such as contacting organizations to reserve meeting space; setting up a master calendar of recertification appointments; and mailing or emailing or calling job seekers appointment reminders.
• Assist in preparing and compiling documents to create enrollment and recertification meeting packets.
• Attends recertification appointments in person and assists in recertifying job seekers.
• Attends new job seeker enrollment meetings and assist in enrolling new job seekers.
• Conduct follow-ups for exited job seekers including getting report from 360 or GPMS; contacting the Employers and completing the follow-up worksheet, and/or contacting the exited job seekers and completing the follow-up worksheet, and then provides completed worksheets to Project Coordinator, Program Manager, or Program Manager designee for data entry into 360 or GPMS.
• Provide prompt follow-up and accurate responses and information to callers, as well as requests from the Center website and main number voice mailbox messages, concerning the program and the services provided. (reword to Balt office phone system)
• Monitor and maintain positive operating status of department fax and copier machines, including restocking paper and alerting appropriate staff when new toner or other maintenance is needed in the office.
• Provide customization of SCSEP informational and promotional materials to subgrantees, when needed. .
• Utilize the Center's data products such as Apricot 360, ShareFile, MS Teams, or other applicable software and/or systems to maintain electronic SCSEP program files, including updates, job seeker and program documents, case notes, and correspondence. File hard copies (as needed). Willing to be trained to use the Center operating systems, as needed.
• Create and maintain SCSEP program\files (hard copy), including updates, filing documents, and maintaining limited reference materials, correspondence, etc.
• Responsible for the mailing of documents for the office, when needed, including but not limited to meeting notices, Host Agency Agreements, Individual Durational Limit Letters, Customer Satisfaction letters (job seeker/participant, host agency, employer), etc., as needed.
• Oversee the receipt and distribution of daily mail and faxes received at the Baltimore office.
• Support all aspects of organizational surveys, including the SCSEP Participant, Host Agency and Employer Customer Satisfaction Surveys, as needed. Tasks may include contacting selected job seekers, host agency supervisors, and/or employers . May need to draft a prepared script or template and record the data compiled
• Contribute to ongoing development and revision of Maryland office SCSEP operating procedures, policies and forms.
• May be required to travel to attend SCSEP training or community outreach events on behalf of the Maryland office,
• May be required to travel to facilitate transition of SCSEP operations to/from CWI.
• May be designated by Program Manager to lead duties.....
• Provide training and support to the SCSEP job seekers assigned to the Baltimore office to answer phones, take case notes, and file them electronically correctly, and/or email them, and provide support to the job seeker case workers as needed.
• Lead bi-weekly payroll process including reminder emails to HA supervisors and job seekers, ensuring timely submission of timecards by the due date, communicating changes to the payroll schedule, in advance, to HA supervisors and job seekers, sends out blank timesheets quarterly.
• Reviews timecards for accuracy. Contacts job seekers and HA supervisors when corrections to timecards are needed.
• Tabulates hours worked per payroll per job seeker into biweekly payroll summary.
• Communicates frequently with CWI payroll manager.
• Assist with pilot project of moving payroll to ADP instead of pen/paper, and ultimately lead payroll when transition to electronic time entry in ADP project is successful and complete.
• Other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong attention to detail and possess strong time management and organizational skills.
• Ability multi-task while continuing to move projects/move forward.
• Demonstrated ability to communicate effectively with diverse audiences in a variety of ways.
• Ability and experience working on and with teams.
• .Proficiency in MS Office Products including, but not limited to, Outlook, Word, PowerPoint, Excel, MSTeams, and ShareFile. Proficiency with Adobe Acrobat Experience with Zoom. Preferably prior experience with data entry and database use, including Customer Relationship Management (CRM) systems such Salesforce
• Ability to proofread a finished, typed document accurately, including grammar, style and spelling.
• Ability and willingness to learn and become proficient with on-line and other applications including, but not limited to: Doodle, Egencia, Constant Contact, Salesforce or other CRM, and others as identified.
• Able to effectively multi-task, be organized, be a self-starter, be willing to learn, be creative, and adaptable.
• Must be able to lift up to 25 lbs.

• Maybe required to travel locally up to 25% of the time.

QUALIFICATIONS

• Bachelor's degree in Education, Business, Social Science or related field.
• Minimum of three years of prior experience in an administrative position with a strong emphasis on collaboration, inclusiveness, team work, and accountability.
• Prior experience with low income and/or minority older workers.
• Prior experience with directly helping disadvantaged and/or unemployed individuals return to work preferred.

• Excellent oral/written communication skills.

POSITION LOGISTICS

• This position is a hybrid role that combines in office days with telework/remote days. The typical office schedule and can vary when circumstances arise
• Candidates must be flexible and able to respond to changing priorities.
• Local travel up to 25%.