Intake Specialist

Intake Specialist

The Intake Specialist serves as the primary point of contact for individuals entering Goodwill's Career & Technical Academy (GCTA) training programs. This position manages the intake and enrollment process for prospective students, ensuring participants complete all required documentation, assessments, eligibility requirements, and onboarding activities before beginning training. The Intake Specialist works closely with instructors, the Registrar, Career Navigators, employers, and external partners to provide an exceptional student experience from initial interest through the first day of class. This position also maintains accurate student records, coordinates enrollment logistics, and supports continuous improvement of enrollment processes. The Intake Specialist will promote a positive work environment that celebrates our vision, mission and core values of Teamwork, Respect, Uprightness and Empowerment in every action and interaction with team members, donors, customers, management and persons served.

Student Recruitment & Intake

• Serves as a point of contact for prospective GCTA students.
• Responds to inquiries regarding training programs, eligibility requirements, schedules, and enrollment.
• Conducts intake interviews to determine program fit and readiness.
• Explains program expectations, attendance requirements, and career pathways.
• Assists students in completing enrollment paperwork and required documentation.

Enrollment Coordination

• Coordinates enrollment for all GCTA training programs including Construction, Welding, Forklift, Healthcare, and future programs
• Tracks applicant progress through the enrollment pipeline.
• Ensures all required forms, releases, identification, and eligibility documentation are received
• Verifies students have completed all pre-enrollment requirements.
• Maintains waitlists and communicates enrollment status to applicants.
• Coordinates orientation sessions and onboarding activities.

Assessment & Testing Coordination

• Schedules physical abilities testing and other required assessments.
• Coordinates drug screens, background checks, or other program-specific requirements when applicable.
• Tracks completion of required assessments.
• Communicates results and next steps to students.

Student Records & Data Management

• Maintains accurate electronic student records.
• Enters enrollment data into organizational systems.
• Tracks enrollment metrics, completion of intake milestones, and reporting requirements.
• Prepares reports regarding enrollment, class capacity, and applicant status.
• Ensures confidentiality of student information.

Program Coordination

• Coordinates with instructors regarding class rosters and enrollment numbers.
• Assists with scheduling new cohorts.
• Ensures classrooms receive accurate participant information prior to class start.
• Coordinates communication between students and instructional staff.
• Coordinates with accounting on student stipends.
• Assists with graduation and completion documentation.

Customer Service

• Provides exceptional customer service to students, employers, referral partners, and community organizations.
• Maintains regular communication with applicants throughout the enrollment process.
• Answers questions and resolves enrollment issues promptly.
• Connects applicants with internal resources when barriers to enrollment are identified.

Continuous Improvement

• Identifies opportunities to improve enrollment processes and student experience.
• Assists in developing standardized intake procedures and documentation.
• Recommends workflow improvements to increase efficiency.

General Duties

• Demonstrates regular and reliable attendance.
• Maintains compliance with organizational policies and applicable regulations.
• Performs other duties as assigned.

Minimum Qualifications

Required Skills:

Education

• High school diploma or equivalent required.
• Associate's degree preferred.

Experience

• Three years of administrative, enrollment, admissions, customer service, education, workforce development, healthcare, or related experience.
• Experience coordinating multiple activities in a fast-paced environment.
• Experience maintaining confidential records.
• Experience using Microsoft Office and database systems.

Knowledge / Skills

• Excellent customer service skills.
• Strong interpersonal and communication skills.
• Highly organized with exceptional attention to detail.
• Ability to manage multiple priorities simultaneously.
• Strong scheduling and coordination skills.
• Ability to work effectively with individuals from diverse backgrounds.
• Ability to maintain confidential information.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Ability to learn new student information systems and databases.
• Problem-solving and critical thinking skills.
• Ability to work independently while collaborating across departments.

Preferred Education / Experience / Knowledge & Skills / Certifications & Licenses

• Experience in admissions, student services, workforce development, training administration, healthcare scheduling, higher education, or career services.
• Experience coordinating enrollment or onboarding processes.
• Experience with CRM or student information systems.
• Bilingual skills are a plus.