Specialist I, WEI Supportive Services & Registration

Position Title:

Job Description:

POSITION SUMMARY

The Specialist, WEI Supportive Services & Registration serves as one of the main operational points of contact for Workforce Empowerment Initiative (WEI) participants. The position provides direct supportive services delivery, participant assistance, and Continuing Education registration and front desk support. The role applies advanced functional knowledge and independent judgment to resolve non routine participant issues, coordinate service referrals, and maintain accurate grant documentation. The position operates within established policies and procedures and escalates complex eligibility, compliance, or funding determinations to the Manager as appropriate.

ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES

1. Serve as a primary point of contact for routine WEI supportive services, providing direct assistance related to barriers, referrals, scheduling, and follow up.
2. Coordinate participant intake documentation, eligibility materials, assessments, and ongoing communications.
3. Exercise independent judgment to resolve non routine participant issues; escalate complex or high risk cases to the Manager.
4. Maintain strict confidentiality and ensure compliance with grant, institutional, and data integrity requirements.
5. Track participant engagement, service utilization, and outcomes in required data systems.
6. Assist with Continuing Education registration activities, including participant enrollment, troubleshooting registration issues, and coordination with Continuing Education staff.
7. Provide front desk and participant facing support, serving as a first point of contact for students, participants, and community members in person, by phone, and via email.
8. Support scheduling, appointment coordination, and general program communications to ensure timely and accurate service delivery.
9. Respond to participant inquiries regarding enrollment status, documentation requirements, and program timelines.
10. Maintain accurate and complete participant records to support grant compliance, monitoring, and audits.
11. Track recruitment, enrollment, registration, and participation data; prepare routine data summaries and supporting documentation.
12. Assist the Manager with preparation of materials for grant reporting, monitoring visits, and performance reviews.
13. Identify data discrepancies or operational issues and recommend process improvements.
14. Collaborate with Continuing Education, Student Services, and other campus partners to resolve participant support and registration issues.
15. Provide informal guidance or support to student workers or temporary staff assisting with WEI operations, as assigned.
16. Participate in staff meetings, trainings, and professional development related to WEI and supportive services delivery.
17. Perform related duties as assigned.

MINIMUM QUALIFICATIONS

1. Associate's degree or equivalent combination of education and progressively responsible experience.
2. Three (3) years of experience providing participant facing services, registration support, or administrative support in an educational, workforce, or community-based setting.
3. Demonstrated ability to exercise independent judgment, manage confidential information, and resolve non routine issues.
4. Strong customer service, organizational, and communication skills.
5. Ability to establish and maintain cooperative and effective working relationships with other members of the college and community, displaying cultural competence as well as emotional intelligence.
6. Demonstrated commitment to the college's core values of respect and inclusion, sustainability, integrity, collaboration, humor and well-being, innovation and quality.

PREFERRED QUALIFICATIONS

1. Bachelor's degree.
2. Experience supporting grant funded programs or workforce initiatives.
3. Familiarity with Continuing Education registration processes and student information systems.
4. English and Spanish verbal and written communication proficiency.
5. Demonstrated multicultural competence.

PHYSICAL DEMANDS

1. Normal office physical demands.
2. Ability to travel between campus locations and to and from community events.
3. Ability to work occasional weekend or evening hours.

WORKING CONDITIONS

1. Duties are performed on the main campus and extended campuses; ability to work at all JJC locations required.
2. Duties are performed indoors in the usual office environment.

BENEFITS

Full Time/Part Time:

Union (If Applicable):

Scheduled Hours: