Intake Coordinator

Position Description

Position title: Intake Coordinator

Supervisory responsibilities: None

Budget responsibilities: None

Reports to: Outreach and Intake Manager

Organization Summary

Founded in 1993, Civic Works strengthens communities through education, skills development and community service. Its workforce development programs - including Career Pathways, Career Exploration (YouthBuild), AmeriCorps and EMS Corps - expand access to family-sustaining careers for Baltimore residents facing significant barriers to quality employment. Across these programs, Civic Works supports participants in developing both technical and soft skills, earning marketable certifications, and accessing wraparound case management and job placement services.

Position Summary

The Workforce Development Intake Coordinator manages applicant screening, intake, and enrollment for Civic Works’ workforce development programs, including Career Pathways, YouthBuild, AmeriCorps, and EMS Corps. The Coordinator streamlines intake across programs, builds referral partnerships with community organizations, and engages applicants in person, by phone, and online. The Coordinator conducts initial interviews, recommends candidates for enrollment, and facilitates final enrollment decisions with program staff. This role advances the Civic Works mission by expanding program access, selecting applicants likely to succeed in training and target industries, and ensuring enrolled participants meet eligibility requirements. The Coordinator advances a commitment to expanding career access for residents excluded from quality employment, including people impacted by the criminal justice system, housing instability, and other systems, and believes in the capacity of every participant to build a career.

Primary Responsibilities:

1. Intake and Screening

• Coordinate intake, screening and selection processes across workforce development programs, selecting applicants likely to succeed in the program and target industries.
• Assist with the planning and facilitation of regular in-person information sessions to educate potential applicants about the available training offerings, eligibility, and the application process.
• Screen applicants by reviewing applications, schedule and conduct initial interviews, administer skills tests, and collect appropriate documentation.
• Use Motivational Interviewing techniques in interviews and applicant follow-up to strengthen engagement and applicants’ intrinsic motivation.
• Facilitate applicant drug screens, ensuring adherence to program procedures and communicate results to applicants.
• Review applicants for grant eligibility and collect eligibility documents.
• Consistently engage and communicate with applicants to facilitate their progression through each stage of the application process, manage expectations and support the conversion of good match applicants to enrollment.
• Expand access to the program by supporting applicants in meeting program requirements prior to enrollment.
• Regularly enter applicant data and maintain up-to-date information in the Salesforce database, including all communications and correspondence with each applicant.

2. Partnership Building and Outreach

• Develop and strengthen new and long-term referral partnerships.
• Process recruitment referrals from partner organizations.
• Track referrals and report on the status of referrals to case managers and other organizations.
• Represent Civic Works in outreach and recruitment activities, as needed.

3. Enrollment

• Facilitate participants’ transition from intake and enrollment to classroom training.
• Coordinate with staff to recommend applicants for enrollment, support final selection processes, and confirm accepted applicants for new cohorts.
• Co-facilitate cohort orientations with relevant staff.
• Brief relevant staff on incoming participants to transition new cohorts effectively.
• Model professionalism and the standards expected of participants, setting the tone for workplace behavior, communication, and follow-through.

Secondary Responsibilities:

• Complete Motivational Interviewing trainings (Introduction and Advanced) upon hire, and participate in ongoing Motivational Interviewing coaching to support continued skill development toward competency.
• Create and submit recruitment reports as needed.
• Participate in staff and team meetings.

Qualifications

Education and Experience:

• Relevant experience, including recruitment, sales, intake, project management, and workforce development.
• Experience conducting interviews and facilitating client engagement.
• Experience working in and creating diverse, equitable, and inclusive environments.
• A deep understanding of the multiple forms of systemic and racialized inequity that prevent people from accessing and retaining employment.
• Must have strong proficiency with Microsoft Office, Google Suite, data tracking systems and other computer programs.

Skills and Abilities:

• Highly organized, detail-oriented, and able to manage multiple projects simultaneously.
• Ability to work independently under pressure and tight deadlines.
• Excellent verbal communication skills, interpersonal relations skills, and writing skills.
• Exceptional personal responsibility for meeting goals and a track record of success.
• Ability to recognize problems, develop innovative solutions, and implement them.
• Able to take into account various perspectives and bridge gaps between staff in making enrollment decisions.
• Ability to adhere to a strict guideline of keeping and maintaining confidential information.
• Ability to prepare and submit accurate and reliable reports.
• Adept at networking and cultivating lasting relationships with partners and community members.
• Comfort and effectiveness working with participants who have varying criminal records, including recent convictions and serious offenses, and a commitment to supporting their success without judgment.
• Valid driver’s license and reliable personal transportation for conducting recruitment activities and meeting with partners offsite.
• Able to build supporting relationships with program participants.

Work Environment & Schedule:

• Work schedule is typically Monday through Friday. There may be some local travel to meet with partners, facilitate presentations, and participate in recruitment activities.
• Hybrid position potential: The position may potentially be eligible to work from home up to one day per week, and would work at least four days per week from Civic Works’ office in Baltimore City.
• During the 90-day orientation period, the schedule is not eligible for remote work. This arrangement is subject to change based on organizational needs and may be adjusted to include more in-office time.