Intake Application Specialist (IDPL) - Adult en Instituto del Progreso Latino

Application Intake Specialist (IDPL) - Adult Education

COMPANY DESCRIPTION

Instituto del Progreso Latino is a community organization whose mission is to contribute to the fullest development of Latino(a) immigrants and their families through education, training and employment that fosters participation in the changing U.S. society while preserving cultural identity and dignity.  Founded in 1977 to help Latino’s learn basic skills, pass the civil service exam and obtain higher paying post office jobs, Instituto has grown to a flourishing educational center serving over 14,000 Chicago families per year.

POSITION DESCRIPTION

The Intake Application Specialist is responsible for greeting visitors and callers, providing information about the Adult Education and Career pathways Programs, and scheduling potential applicants with appointments to complete the intake registration forms. The Intake Application Specialist is also responsible for collecting the completed forms, collecting the applicant’s identification documents, and for recording their information into the data tracking systems used by the Adult Education and Career Pathways Departments amongst other responsibilities.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Greet visitors with high level of courtesy and respect.
• Ensure all program applicant questions are courteously and accurately answered.
• Answer telephone calls promptly, with a highly professional and courteous manner.
• Screen department phone calls and transfer them to the appropriate staff member, or to other programs at Instituto.
• Provide program information, applications, and other materials according to client needs and program of interest.
• Schedule applicants’ appointments in an efficient and timely manner.
• Register all eligible program applicants into Instituto’s data tracking system, Salesforce as well as the Daisy system, and other tracking systems required by the two departments’ programs funders.
• Create participants files and ensure they are organized and well maintained at all times.
• Maintain an updated electronic class waiting roster at all times with students seeking program admission.
• Create class rosters and supply the class instructors with daily rosters to take attendance.
• Contact the students to notify them of the class start dates and times at the beginning of each class cohort, class schedule changes, and/or class cancellations due to unexpected circumstances.
• Collect the daily attendance sheets from the instructors and record the student’s absences/attendance in Salesforce and Daisy systems.
• Contact the students that miss classes to identify the reason of their absence. Case note this information in Daisy and Salesforce.
• Maintain the student’s information updated at all times, including information on enrollments, class drop out dates, class completion, and class advancement dates in Salesforce.
• Complete all data entry, filing, photocopying, faxing, preparation and sending of mailings, and any other assigned clerical duties on a timely and accurate manner.
• Complete all periodic internal and external reports accurately and on timely manner.
• Assist with outreach and recruitment activities during, after work, or weekend hours as needed.
• Other duties as assigned.

QUALIFICATIONS

• High school diploma.
• Bilingual, the ability to speak Spanish and English is required.
• 1-2 years of experience in an administrative or receptionist role.
• Ability to maintain a high sense of confidentiality.
• Highly dependable and punctual.
• Culturally sensitivity and proven ability to work with a wide variety of people from all cultural backgrounds.
• Team player and willing to take on multiple tasks at once.
• High work ethic to work efficiently and effectively, individual, and without minimal supervision.
• Exceptional organization and time management skills.
• Excellent customer service attitude.
• Excellent oral and written communication skills.
• Strong telephone skills and ability to maintain composure under pressure.
• Ability to adhere to deadlines, react to unpredictable events quickly and efficiently, be resourceful, with the ability to manage conflict and challenges in a professional and positive manner.
• Able to work evenings or weekends as needed.
• Strong computer skills in Microsoft Office, Word, Excel, PowerPoint, and the Internet.

The above is intended to describe the general conditions of and requirements for the performance of this job.  It is not to be construed as an exhaustive statement of duties, responsibilities and requirements.

PHYSICAL DEMANDS

The nature of this work requires the ability to operate standard business office equipment, the ability to communicate and exchange information, collect, compile and prepare work documents, and set-up and maintain work files.

WORKING CONDITIONS

The majority of the work performed is in a general office environment.  This position requires the availability to work for extended and non-traditional hours required to perform job duties. It also requires participation and attendance to organization sponsored events and meetings.  

BENEFITS

• Medical
• Dental
• Vison
• Life Insurance
• Short Term Disability
• Long Term Disability
• 403b retirement saving plan 

PAID TIME OFF

• Vacation
• Sick
• Personal
• Holidays

Instutito del Progreso Latino is an Equal Opportunity Employer