Outreach & Program Coordinator - Dane County

The WRTP/BIG STEP Outreach & Program Coordinator is actively engaged in the outreach, planning and implementation of programs and services for the South Central Region office in alignment with the organization’s Industry Work Plan and toward meeting contract goals and performance with a focus on the coordination of apprenticeship preparation and tutoring services. Position reports directly to the South Central Region Manager. The Outreach & Program Coordinator serves as the liaison between staff, community, agencies, schools and school districts, and funders.

This position counsels, mentors, guides, and advises participants as they explore and pursue their career pathway in the construction industry.

Essential Duties and Responsibilities

Outreach

• Provide direct outreach, recruitment, selection of program participants, coordination, oversight of curriculum implementation, testing, and other programming as necessary.
• Coordinate recruitment activities with staff, members, partners, and volunteers.
• Communicate with partner agencies and organizations, recruiters, and case managers to provide eligible candidates with a clear understanding of goals, requirements, and opportunities.
• Facilitate a weekly Orientation, ensuring effective delivery and engagement of participants.
• Manage case management and data follow-up for students attending orientation, ensuring proper documentation, and tracking of participant progress.
• Respond to, coordinate, and fulfill community requests for information, presentations, and participation at community events.
• Facilitate informational meetings and attend events targeting low-income, underserved, and marginalized residents and their families.
• Actively seek presentation sites for program promotion/education in various organizations such as adult education centers, job service settings, public and private schools, community centers, parenting programs, housing programs and other relevant organizations.
• Conduct activities to recruit individuals and increase local resident involvement.
• Assist with systems to document efforts, client participation, referrals, and follow-up.
• Introduce best practices, pilot activities, and adopt innovative approaches to recruiting and maintaining programmatic outcomes.
• Engage diverse and non-traditional locations/partnerships to strengthen and increase programmatic outreach.
• Distribute program marketing materials to targeted audiences.
• Establish relationships and build rapport with site staff to enhance ongoing programmatic implementation.
• Triage and respond to participant inquiries, providing timely and accurate information to address their needs.
• Follow up with participants to ensure their inquiries are resolved and provide additional support as needed.

Intake & Triage

• Coordinate the intake process and operation by providing guidance and support for staff, partner agencies, and participants to ensure a smooth operation of the intake process.
• Establish and maintain positive relationships with participants, referral sources, and other stakeholders, serving as a point of contact for inquiries and concerns.
• Gather and record essential information from interested participants, such as personal details, contact information, and relevant background information.
• Respond promptly and effectively to participant requests and concerns, striving to resolve issues and maintain participant satisfaction.
• Assess the needs of participants during the intake process while facilitating the delivery of high-quality care. 
• Ensure compliance with legal guidelines and regulations governed by contracts, including adherence to relevant policies and procedures.
• Coordinate with management the interpretation and implementation of policies, procedures, and standards of care within the intake department, providing guidance and support to staff as needed.
• Collaborate with other departments and stakeholders to optimize the intake process and improve the overall quality and experience.
• Monitor intake activities and performance metrics, identifying areas for improvement and implementing strategies to enhance efficiency and effectiveness.
• Maintain accurate records and documentation related to intake activities, ensuring confidentiality and compliance with privacy regulations.
• Input data into Efforts To Outcomes (Database System), ensuring all calls, appointments and screening are documented and processed in accordance with Intake policies.
• Performs audits and communicates findings and recommendations verbally and via reports as required.
• Performs off-site intake process for outreach events as needed.
• Process pa