Program Assistant

About The Welcoming Center

The Welcoming Center (TWC) is a Philadelphia-based 501(c)(3) nonprofit founded in 2003. TWC

welcomes immigrants as neighbors and leaders and creates pathways to economic growth by

opening doors of opportunity for immigrants of all backgrounds, education, and skill levels.

Through four core program areas — English & Digital Skills, Work Readiness, Entrepreneurship,

and Community Leadership — TWC helps immigrants build skills, confidence, and agency to

achieve economic mobility. To date, TWC has served over 17,000 people from more than 150

countries.

Position Summary

The Program Assistant will provide intake and participant support for ESOL & Digital Skills

participants and applicants under the supervision of the Participant Support & Intake Manager.

The Program Assistant will contribute to the implementation of a high-quality, participant

centered intake process and ensure that the ESOL & Digital Skills program offers participants and

applicants resources and opportunities to reduce barriers and challenges they may face. The

Program Assistant will also engage in administrative functions such as scheduling, data entry,

and event logistics that contribute to the smooth operation of a 10-person and growing team that

runs programming across multiple areas of Philadelphia and Chester County.

Key Responsibilities

Intake & Outreach:

• Conduct intake for applicants, including responding to inquiries and documenting
• responses to core intake questions.
• Implement the ESOL & Digital Skills program’s intake processes in accordance
• with standard operating procedures and in alignment with organizational mission
• and values, in order to assess eligibility and program fit for participant success.
• Utilize best practices for multilingual support and language access, including the
• use of phone interpretation and translation tools, as needed.
• Maintain a full understanding of The Welcoming Center’s programs and other ESOL and
• digital skills programs offered in the area and make referrals during both intake and class
• exit meetings to support participants in connecting with opportunities that are in line with
• their learning goals.
• Enter comprehensive participant and class data timely manner into relevant databases, track
• benchmarks and progress, maintaining data accuracy, detail, and privacy.
• Assist with coordination and monitoring of required pre- and post-assessments and
• maintain required testing procedures and security.
• Work with the Intake & Participant Support Manager and Associate Director for ESOL &
• Digital Skills to research and strengthen pipelines for participant recruitment. Contact
• other adult education providers to keep referral and/or partner information current.
• Attend community events and support other public-facing outreach opportunities, as
• needed.
• Provide regular updates and reports to the Participant Support & Intake Manager
• regarding the intake, assessment, and enrollment progress.
• Work closely with ESOL-DS and other program teams to ensure integration of intake
• activities with instructional goals, volunteer engagement, student support, and career
• support.

Participant Support:

• Assist the Participant Support & Intake Manager in visiting current ESOL-DS program
• locations to meet participants and share the scope of Participant Support and how to
• access it.
• Cultivate referral resources and connections with community organizations to provide
• vetted referrals for social services. Collaborate with the Manager to maintain up-to-date
• and coordinated referral resources and referral processes.
• Communicate with participants about referral information and ensure that participants
• understand the information they are receiving.
• Track and report Participant Support service deliveries and outcomes in relevant
• databases. Ensure all documentation is accurate and complete.
• Follow up with participants regarding attendance and retention, as needed.

Program Operations:

• Assist with scheduling and coordination of workshops and other events on site (at TWC
• locations), online, and at partner locations.
• Coordinate with Program Managers and other relevant TWC teams to ensure that
• logistical support aligns with program goals.
• Help with identifying community partners who may be interested in sharing resources or
• delivering workshops for participants on site or online.
• Support data-tracking and data entry, including:

Tracking participant attendance and drop-offs

Gathering missing participant data

Tracking volunteer hours and compiling volunteer onboarding documentation

Other:

• Depending on the interests and skill sets of the individual filling this role, there may be
• opportunities for limited teaching/facilitation, tutoring, workshop development, or other
• participant-facing roles.
• Utilize research-driven practices in culturally responsive and trauma-informed methods
• to ensure participants feel safe, comfortable, and cared for as they inquire about and
• engage with our programming.
• In all duties, demonstrate a commitment to organizational core values which uplift the
• skills, experience, and aspirations of program participants and recognize their role as
• agents of the change they seek.

Required Qualifications

• Associate’s degree in social work, human services, adult education or related field – or
• equivalent experience - is required.
• Experience or relevant educational focus in adult education, intercultural
• communication, community development, immigrant integration, social or human
• services, data entry, social work, or related fields.
• Professional or life experience working with English Language Learners, especially at
• beginner to intermediate levels.
• Strong commitment to and demonstrated experience with participant-centered, asset
• based, relational approaches to education and community-building.
• Excellent verbal, written, and telephone communication skills. Comfortable adapting
• communication style to a diverse range of participants.
• Ability to work well independently while incorporating input and guidance from a team.
• Demonstrated ability for consistent data-tracking and reporting.
• Strong computer skills, including an understanding of cloud-based computer platforms.
• Ability to use video conference tools. Detail-oriented, compassionate individual with a strong sense of initiative and a commitment to equity.

Preferred Qualifications

• Proficiency in other language (s) other than English.
• Lived experience from immigrant and refugee communities and/or communities of color.
• Familiarity with cultural responsiveness and trauma-informed practices.
• Extensive knowledge of the regional adult education provider network.
• Familiarity with Microsoft Office Suite, SharePoint, and Salesforce.
• Familiarity with the City of Philadelphia Mayor’s Office of Education’s AEIS/CitySpan
• database.
• Event or workshop coordination experience.

Working Conditions & Physical Requirements

Work environment:

• Operates in a professional office environment or remotely. This role routinely
• uses standard office equipment such as computers, phones, photocopiers, and filing
• cabinets.
• Dynamic, fast-paced, and sometimes ambiguous environment.
• The Program Assistant will be expected to spend 5-15% of their time working out of
• TWC’s satellite office in South Philadelphia and Northeast Philadelphia and
• occasionally at other off-site locations, including some weekend and evening work. The
• Program Assistant will also be expected to work from TWC’s main office in Center City 1-2
• days per week. TWC maintains a hybrid work policy with most full-time employees
• working remotely up to 2 days per week.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift 5-10 pounds at times.
• Standing for extended periods.
• Walking, sometimes over uneven surfaces or long distances.
• Climbing stairs, as needed.
• Bending, stooping, kneeling, crouching.
• Reaching overhead or at shoulder level.
• Pushing or pulling objects (carts, equipment, etc.).
• Travelling to satellite offices, as needed.

Compensation & Benefits

The Welcoming Center offers a competitive nonprofit compensation package that includes:

• Paid time off and holidays (subject to eligibility)
• Professional development opportunities
• A mission-driven work environment committed to immigrant inclusion

Equal Opportunity Statement

The Welcoming Center is an equal opportunity employer and does not discriminate in

employment opportunities or practices on the basis of race, color, religion, sex, sexual

orientation, gender identity or expression, national origin, age, disability, pregnancy, genetic

information, veteran status, or any other characteristic protected by federal, state, or local law.

We strongly encourage applications from individuals with lived experience as immigrants or

refugees.

How to Apply

To apply, please send your resume and cover letter to jobs@welcomingcenter.org with the

subject line: "ESOL & Digital Skills Program Assistant.” Applications will be reviewed on a

rolling basis. No phone calls, please.

The Welcoming Center offers a competitive nonprofit compensation package that includes:

• Paid time off and holidays (subject to eligibility)
• Professional development opportunities
• A mission-driven work environment committed to immigrant inclusion