Intake Coordinator and Resource Specialist

This position description is a guide to the critical duties and essential functions of the job, but is not an all-inclusive list of responsibilities, qualifications, physical demands and work environment conditions. Position descriptions are reviewed and subject to change to meet the needs of the Training Fund and funding requirements.

Job Title:  Intake Coordinator and Resource Specialist                                                                                                                

Reports to:  Navigation Services Lead                                                                                                      

Office Location: Renton, WA                                                                                       

Worksite Designation:   Hybrid        

Live in the Puget Sound Region of the State of Washington with a reasonable commute to Renton, WA.  Approximately 60% of the work is in-person in various partner locations, 40% is telework from home, and 10% at office.  Must go to partner locations or come into the office on an as-needed basis.                                                                                                                    

Organizational Overview:

The SEIU Healthcare 1199NW Multi-Employer Training Fund (Training Fund) is a non-profit, labor/management partnership including eight major healthcare employers and the largest healthcare union in Washington State.  The Training Fund was formed in 2008 and is a statewide program that addresses the workforce needs of participating employers and supports the career, knowledge, and skill aspirations of SEIU Healthcare 1199NW members.  The Training Fund is the sponsor of the state-registered Health Care Apprenticeship Consortium (HCAC) and of the Virtual Healthcare Institute (VHI) serving a range of regional employers, unions, union members, and student candidates.

Position Overview:

The Intake Coordinator and Resource Specialist (ICRS) is responsible for the coordination and delivery of a variety of Training Fund (TF) and Health Care Apprenticeship Consortium (HCAC), and additional healthcare education/workforce development programs and services to members and participants. Work is performed under the general supervision of the Navigation Services Lead to provide coordination and support services to eligible healthcare workers, while adhering to Training Fund benefit administration processes. The Intake Coordinator and Resource Specialist works across teams to facilitate member processes and referrals to support our members with their educational and career goals. This position develops a keen knowledge of Training Fund and apprenticeship programs, benefits, and services. Candidates will be evaluated on the full range of their lived and learned experience, professional background, volunteer experience, and direct and transferable skills.

Essential Job Functions:

Applicant must have the skills, abilities and judgment to perform the following essential job duties and responsibilities, with or without reasonable accommodation:

• Follows Training Fund policy and procedures regarding eligibility and coordinates Training Fund benefits and services to eligible members.
• Outreach field work promoting awareness and engagement with members and other key stakeholders about Training Fund programs, benefits, and opportunities through targeted and broad-based outreach opportunities.
• Reviews application materials, informs members of their rights and responsibilities in regards to member benefits, programs and services, receiving funding, and maintains member confidentiality.
• Enrollment of participants to connect members with Training Fund services and programs, including conducting Benefit Review Meetings with members and support with the Tuition Assistance Process and accessing other Training Fund services and programs.
• Provides initial assessment of participants to determine abilities, interests, needs, and barriers.
• Refers members and participants to Regional Education Navigator, when appropriate, with a warm hand off for in depth member education and career navigation services, such as career counseling, career planning and college navigation, as well as, assisting with developing career goals and identifying other programmatic services and/or resources.
• Reviews member requests for completeness and accuracy. Follow up on requests requiring additional member information to complete requests and in addition member follow-ups for outcomes, support, and referrals.
• Ensure all required documentation is received and provide timely communication with members, participants, and Training Fund staff.
• Responsible for member required documents being uploaded to database for member eligibility post member engagement meetings and follow-ups.
• Updating database with education plan, grades, tutor matching, reviewing, processing and approving requests through assigned stages- vouchers, reimbursements, and other program services.
• Connects with members at their worksite or other public spaces as needed to assess support needs at hours that fit the members’ schedules, within reason.
• Enters member data into organizational database, as it relates to program services. In conjunction with the administration team, assures the accuracy and completeness of data collected for navigation services, including data pertaining to eligibility, selection, and employer utilization for organizational compliance.
• In collaboration, perform regular quality checks for data entry, collects and reviews data for monthly and annual program reports.
• Maintain accuracy of the standard operating procedure; maintains resource knowledge to provide appropriate referrals to members.
• Participate in developing and maintaining procedures and processes connected with intake coordination and navigation under the guidance of the Navigation Services Lead.
• Take an active approach to problem solving and process improvement for program performance and improves efficiency and outcomes.
• Establish work priorities in a highly organized manner while maintaining flexibility in scheduling and adhering to quality requirements, deadlines and deliverables.
• Coordinates with Training Fund staff assigned to other programmatic areas to deliver programs and services, including assisting with the recruitment of eligible members and participants.
• Acts as an organizational representative in all situations, setting a strong example for other staff regarding professionalism, work expectations, and organizational commitment.
• Provide back-up coverage for team members, as needed.
• Performs other tasks and responsibilities as assigned by Navigation Services Lead.

Required Skills/Abilities:

• Proficiency with use of technology and data entry systems to regularly communicate, document and track member information.
• Ability to connect with and motivate potential members and participants to engage in education and training programs at health system and/or other public spaces as needed at hours that fit incumbent healthcare professional schedules, within reason.
• Ability to independently exercise a high level of judgment, especially in organizationally complex settings.
• Proven record of working collaboratively to meet performance goals.
• Experience working with diverse populations and addressing their unique needs.
• Flexibility regarding hours; some weekend and/or early/late hours will be occasionally required.
• Ensures compliance with proper documenting practices.
• Excellent time management, organizational, and record keeping skills. Discipline in personal time management, self-motivation, accountability and responsibility.
• Ability to follow privacy policies (like the Health Insurance portability and Accountability Act (HIPAA), the Family Educational Rights and Privacy Act (FERPA) etc.) and respect confidential information.
• Professional appearance and demeanor.
• Adept in Microsoft Office Suite and database systems; proficiency with use of technology and data entry systems to regularly communicate, document and track information
• Ability to work with high-performance, dynamic, collaborative, constructive peer groups
• Commitment to personal growth and development of racial equity and inclusion, as well as a commitment to advancing diversity, equity, inclusion, access, and belonging
• Willingness to learn; demonstrating an established history of learning and advancing own professional skills
• Personal qualities of integrity, credibility, and a commitment to (and passion for) working in a mission-driven organization
• Strong Commitment to personal growth and development on issues of racial equity and diversity, and to advancing diversity, equity and inclusion health care workforce access
• Ability to critically evaluate and prioritize information gathered from multiple sources and reconcile conflicts
• Excellent verbal and written communication skills
• Excellent organizational skills and attention to detail
• Excellent interpersonal, negotiation and conflict resolution skills
• Excellent time management skills with a proven ability meet deadlines
• Strong analytical and problem-solving skills
• Proficient with Microsoft Office Suite or related software
• Proficiency with or the ability to quickly learn the organization’s databases, including, but not limited to Salesforce, Rouxbe, Financial Edge, Monday.com, Canvas, Sharepoint, etc.
• Ability to work with integrity, credibility, professionalism and confidentiality
• Experience working with diverse populations and addressing participants’ unique needs
• Ability to follow privacy policies and respect for confidential information
• Incumbents must have skills, abilities and judgment to perform the following essential job duties and responsibilities, with or without reasonable accommodation

Desired Skills and Experience:

• Minimum of three 3 years of experience in adult education/training or workforce development.
• Bilingual skills and intercultural communication aptitude strongly desired.
• Knowledge and experience supporting working adults enrolled in higher education, career counseling and/or case management practices
• Knowledge of college placement, advising, registration and enrollment processes.
• Knowledge and experience with healthcare training programs throughout the Washington State college system, including familiarity with necessary prerequisite courses.
• Experience in a union or labor management environment or an understanding of unions and ability to work in labor/management settings.
• Experience with current organizational software: Salesforce, Teams, Zoom, Acuity, et al.; experience in educational recordkeeping and documenting practices.
• Zoom meeting support experience and/or foundational IT support and training experience.
• Proven record of positive, collaborative contributions to meet performance goals.
• Proven record of working collaboratively to meet performance goals

Required Items:

• Successful completion of background check is required
• Valid Washington State Driver’s License and access to a reliable insured vehicle
• Needs to live in or move to the State of Washington in assigned region.
• COVID-19 complete vaccination, shot documentation required or proof of meeting state or federal law, including medical disability under the American with Disabilities Act (ADA) guidelines, for not vaccinating
• Candidates will be evaluated on their lived and learned experience, professional background, volunteer experience and direct and transferable skills.

Educational Requirements:

• Associate’s degree or equivalent lived experience related to job skills and duties– with a proven effective track record– and three (3) plus years’ relevant experience required.
• Bachelor’s degree (or equivalent demonstrated experience) preferred

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift 15 pounds at times
• Must be able to access and navigate the TF’s facilities, partner organizations, and classroom locations

Work Environment:   Hybrid

This position provides services primarily in Washington State remotely and in person. Training Fund educational operations include limited program work in Oregon and Alaska. The position requires various “in-person” involvement with apprentices, employers, instructors, and community partners at multiple locations; other portions of this role will be split between telework work and the Training Fund office. This position will require travel on an as-needed basis and during some non-traditional hours (early mornings, later evenings, and occasional weekends) to meet with participants and attend meetings at locations such as hospitals, schools, public places (community buildings, event venues, etc.), and partner organization sites. Note: COVID restrictions may require a higher level of remote work.

Compensation:

• Compensation Range: 27.22 – $36.93
• Above average retirement package
• FTE, Hourly position

Other Benefits:

• Generous vacation and sick leave days
• Medical insurance paid in full for yourself and family through Kaiser Permanente
• Dental insurance paid in full for yourself and family through MetLife
• Disability and life Insurance through the Hartford Group
• LinkedIn learning membership
• Employee Assistance Program (EAP)
• 14 Annual Paid Holidays, 3 personal holidays and winter break (closed 12/24 – 12/31)
• Two volunteer days
• May be eligible for the following incidental benefits:
• Gym/trainer membership stipend
• Work-related professional development reimbursement
• Internet stipend (full-time “telework” or “hybrid” staff who are not provided inter access through other means)
• Commute stipend (“Occasional” worksite designated positions only)

Please Apply:

We welcome candidates who:

• Demonstrate the skills, abilities, and experience needed for this role regardless of education and compensation history.
• Are inspired by our values of integrity, collaboration, innovation, equity, and outcome oriented.
• Are willing to grow in personal and professional learnings of social and racial justice.
• Demonstrate a commitment to improving outcomes for candidates for health care positions and incumbent health care workers furthering their careers.

Application Process

At the Training Fund, we value our culture and prioritize diversity and inclusion more than what college you attended or what company you worked for before. Therefore, we include objective assessments and a one-way digital video interview in our process to give you the opportunity to shine beyond your resume, reduce bias, and help our hiring team make better decisions.  All our candidates are asked to go through this process so we can evaluate everyone equally.

To apply, click on the link below where you will:

• Complete the application and provide three references from previous employers
• Submit your resume and cover letter
• Complete the assessment(s) and video interview

APPLY

Position will remain open until filled.

This position description is a guide to the critical duties and essential functions of this position. It is not an all-inclusive list of responsibilities, qualifications, physical demands or work environment conditions. Position descriptions and job responsibilities before and after hire are subject to revision to meet the changing needs of our labor/management partnership. This is an at-will, exempt, and variable work schedule and location position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

The Training Fund is an equal opportunity employer. All employees and potential employees are entitled to be treated respectfully and without discrimination on the basis of race, creed, color, national origin, religion, sex, sexual orientation, gender expression and identity, age, political ideology, honorably discharged veteran or military status, or disability. Employees are protected from retaliation for complaining about discrimination, opposing discrimination, and cooperating in discrimination investigations.

The SEIU Healthcare 1199 NW Employer Training and Education Fund has a non-discriminatory policy and is an equal-opportunity employer.  Women, persons of color, bilingual/multilingual, and LGBTQ+ individuals are strongly encouraged to apply.  Reasonable accommodations may be made to enable individuals with differing abilities to perform the essential functions.

The Training Fund is a harassment-free workplace.

• Above average retirement package
• FTE, Hourly position

Other Benefits:

• Generous vacation and sick leave days
• Medical insurance paid in full for yourself and family through Kaiser Permanente
• Dental insurance paid in full for yourself and family through MetLife
• Disability and life Insurance through the Hartford Group
• LinkedIn learning membership
• Employee Assistance Program (EAP)
• 14 Annual Paid Holidays, 3 personal holidays and winter break (closed 12/24 – 12/31)
• Two volunteer days
• May be eligible for the following incidental benefits:
• Gym/trainer membership stipend
• Work-related professional development reimbursement
• Internet stipend (full-time “telework” or “hybrid” staff who are not provided inter access through other means)
• Commute stipend (“Occasional” worksite designated positions only)