P/T Intake Coordinator (25 hrs/wk)

FLSA Classification 

Exempt 

Reports To 

Director of ESOL & Director of Entrepreneurship 

Effective Dates  

October 1, 2024 to June 30, 2025 

9-month grant-based position with possibility to extend, contingent on funding. 

Job Description  

Organization  

The Welcoming Center (TWC) mission is to promote inclusive economic growth through immigrant integration. We seek to open doors of economic opportunity for immigrants of all education and skill levels and to build immigrants’ individual and collective agency to address barriers to integration and well-being. TWC does this through training programs focused on social, civic, and economic engagement which enhance skills and expand opportunities. TWC believes that immigrants broaden the productivity, profitability, and stability of this region and contribute to both Pennsylvania’s and the nation’s economic growth. Primary programs and initiatives include: Work Readiness, ESOL & Digital Skills Training, Entrepreneurship, and Community Leadership. TWC is based in Philadelphia, PA. Check out our website: www.welcomingcenter.org.  

Summary/Objective  

The Intake Coordinator will support The Welcoming Center in expanding the capacity of its programs by providing a high quality, participant-centered intake process and referrals to reduce barriers and challenges faced by participants. The Coordinator is responsible for developing and implementing a centralized intake process for TWC programs and supporting the intake and screening of volunteers who engage with TWC programs. Under the supervision of the Director of ESOL and the Director of Entrepreneurship, the Coordinator will initially assist both the ESOL and Entrepreneurship programs in the development, implementation, and improvement of processes to welcome, screen, and enroll participants for two courses: The Entrepreneurship program’s business planning course and the ESOL program’s English for Entrepreneurs course. The Intake Coordinator will also support applicants with referrals to internal programs and external service organizations, document applicant data, generate reports, and coordinate assessment. The Coordinator will 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 addition, the Coordinator will maintain a list of relevant referral resources in coordination with staff and maintain relationships with referral partners and other stakeholders.  

Essential functions 

• Coordinate and conduct intake for applicants, including responding to all initial inquiries and collecting responses to the core intake questions. 
• Conduct full assessments of potential participants’ unique circumstances, strengths, needs, and barriers and determine (1) whether available programs address an applicant’s needs and (2) whether the person is eligible for the programs. 
• Maintain a full understanding of The Welcoming Center’s programs (including content and cohort calendars) and share information with potential participants. 
• Make referrals for people who are not currently enrolled – or not eligible to enroll - in a program. 
• Maintain and update the Salesforce database with applicant information and referrals. 
• Use AEIS CitySpan (City of Philadelphia database) to publicize English classes and intake sessions and to make referrals to other ESOL and digital skills classes. Enter all enrolled participants into CitySpan. 
• Conduct and/or schedule English assessments for eligible participants, and ensure that scores are recorded in relevant databases (CitySpan/AEIS and Salesforce). 
• Support recruitment and outreach for classes and workshops, with a specific emphasis on outreach in Northeast Philadelphia. Share information and promote the program in outreach efforts to local institutions, organizations, community groups and potential employer partners. Coordinate with Communications Manager to ensure all program information is current on the TWC website. 
• Maintain high attention to detail, privacy, and data integrity. Keep current records in Salesforce and other platforms, for all participants and programming details. Provide data to external funders, and internal Directors as requested. 
• Work with the Director of Strategy & Impact to evaluate intake activities and identify processes for intake that may be expanded or improved across the organization. 
• Work closely with program teams to ensure integration of intake activities with instructional goals, volunteer engagement, student support, and career support. 
• Actively engage with TWC program staff, volunteers, and participants to ensure that intake processes align with TWC mission, values, and strategic plan. Support volunteers who are assisting with TWC intake tasks. 
• 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. 

Education and experience 

• Bachelor’s degree in social work, human services, adult education or related field – or equivalent experience - is required; MSW or Master’s degree preferred. 
• At least 2 years of experience in social or human services. Immigrant services experience preferable. 
• Experience or relevant educational focus in adult education, intercultural communication, community development, immigrant integration, case management, data entry, social work, or related fields. 
• Experience working with English Language Learners, especially at beginner to intermediate levels. 
• Ability to enlist the help of an interpreter or GLOBO language line as needed.  
• Familiarity with cultural responsiveness and trauma-informed practices a plus. 
• Demonstrated evidence of experience navigating conversations which may be difficult due to language, culture, and other circumstances which may lead to misunderstanding. 
• Extensive knowledge of the regional adult education providers network preferred. 
• Proficiency in other language[s] a plus. 
• Demonstrated ability to implement and improve processes and systems for recruitment, enrollment, or other internal systems to enhance program and organizational functioning.  
• Demonstrated ability for consistent data-tracking and reporting. 
• Lived experience from immigrant and refugee communities and/or communities of color a plus.  
• Detail-oriented, compassionate individual with strong sense of initiative and commitment to equity.  

Competencies 

• Creative, systems thinker with ability to work across programs and with multiple functional areas (IT, evaluation, and program staff) to assess needs and design processes that effectively meet those needs. 
• Strong interpersonal skills and emotional intelligence, including an ability to empathize, maintain composure, and provide a reassuring atmosphere. 
• Possess strong problem-solving skills. Able to work efficiently and effectively under pressure and respond to situations with sensitivity and patience. 
• Strong computer skills, including an understanding of cloud-based computer platforms. Ability to use video conference tools. Familiarity with Microsoft Office Suite, SharePoint, and Salesforce a plus. 
• Ability to collect and compile relevant information on partner and referral organizations from a variety of resources, including online research. 
• Multi-tasking capabilities and ability to prioritize. 

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. 
• The Coordinator will be expected to work 50-60% of their time in-person, primarily at TWC’s Center City main office. The Coordinator may be expected to spend 10-20% of their in-person time working out of TWC’s satellite office in Northeast Philadelphia. 

Physical demands 

• Prolonged periods of sitting at a desk and working on a computer. 
• Must be able to lift 5-10 pounds at times. 

Affirmative Action/EEO statement  

• The Welcoming Center does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by law. 
• The Welcoming Center will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship. This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training. 

Other duties 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.  

Application Process 

This is a part-time / 25 hours per week position. Benefits include a SEPTA pass (commuter benefit) and partial vacation and holiday time after 6 months of employment. There are no health or retirement benefits for this position. Starting annual salary for this position is $31,200 per year based on skills and qualifications. This annual salary will be pro-rated for the duration of the grant period (ending June 30, 2025). 

To apply, please send your resume and a cover letter to jobs@welcomingcenter.org with the subject “Intake Coordinator.” Applications due by Friday, Sep. 27, 2024.