Intake Assistant-Literacy Alliance of Northeast Florida
Categories Secretarial/Support Staff
Expires Aug 31, 2025
Description
The Intake Assistant supports a meaningful and welcoming registration experience for adult learners continuing their skill building and education with the Literacy Alliance. This position particularly fills a “front desk” role of greeting visitors, typically current or potential students, ensuring they complete initial enrollment information, schedule their initial assessment and goal setting, and ensure they meet with the enrollment or academic advising team to create their own learning plan. The Intake Assistant also supports instructors and volunteers in collecting and organizing curriculum or learning materials as well as utilizing classroom technology. Other duties include office management responsibilities as part of the program and instructional team such as inventorying materials and equipment, distributing bus passes, sending student and instructor communications, and similar student services tasks. The following provides more details on this role.
Compensation and Benefits
– Hourly position of 30-40 hours per week. $22 per hour.
– Equivalent of 2% of pay placed in retirement accounts by the Literacy Alliance.
– Health, dental and vision benefits.
– Professional development opportunities.
– Free parking.
Essential duties and responsibilities
- Maintain staff presence in the lobby during business hours. - Explain enrollment and participation policies and procedures to new and existing students in person or on the phone. -Answer primary phone lines to answer student or volunteer questions, provide information, or direct calls to the appropriate team member. Assist with returning messages left by students. - Update phone system outgoing messages with information on schedule updates, office closures, and instructions to students. - Schedule student testing appointments with students by phone, email or in person. - Proactively assist in the proper functioning of office printers used by teachers and tutors. - Maintain readiness of computers in the learning lab, audio visual equipment in classroom and lobby, and assist in troubleshooting technology issues with teachers and tutors. - Assist students with accessing online learning systems or registering for enrollment using lobby computers. - Assist in maintenance and organization of electronic student files. - Maintain inventory of transportation passes for students and order additional passes as needed. - Post daily class schedule and update as needed. - Assist in making or updating room reservations in the building reservation portal. - Assist with data entry of student information such as contact information and test scores. - Download test scores and related system information from the student and testing databases for data entry or reporting. - Manage text reminder system. - Assist in the management of inventory of office computer equipment for use by students, volunteers and staff using an online check-in/check-out system. - Serve as part of the “floor captain” team for the building, attend floor captain meetings, be knowledgeable about emergency procedures, and execute emergency procedures if required. - Maintain a lending library and regularly identify titles for inclusion of interest to adult learners. - Ensure organization, cleanliness, and presentation of the lobby for visitors. - Maintain an outgoing, welcoming, encouraging, and positive environment of the lobby as a representative of the organization and often the first interaction for students, volunteers, and staff. - Provide office management type support for the physical space to ensure organized, clean, and efficient operations for students, volunteers and staff. - Execution of other duties as assigned and applicable to the scope and mission of the program.
Qualifications
Qualifications: - Positive, welcoming and professional demeanor that creates a welcoming and encouraging environment in the office for students, volunteers and staff. - Technologically independent and capable of troubleshooting basic issues with phones, computers, copiers, and software. - Familiarity with and affinity for Google Workspace, Google Classroom, and Google Voice systems. - Capability to use office software accompanied by quality writing skills to draft communications to students. - Familiarity or experience with scheduling and messaging systems to create or update schedules, inventories, or tracking sheets. - Data entry skills that have high accuracy rate and completion by deadlines. - Communication skills capable of explaining procedures and requirements to students and updating supervisors in a complete and constructive manner in writing, by phone, and in person. - Attention to detail that leads to anticipating needs and problems. - Experience or awareness of the local nonprofit, education, and social services environment.
Education and Experience
Education Requirement - Minimum high-school diploma or equivalent.
Salary/Salary Range
$22/hour full time
How to Apply
Apply by visiting https://literacyallnefl.org/jobs/intake-assistant/