Operations Coordinator II

Operations Coordinator IIThis is a full-time, in-person position at Goodwill Headquarters, located in San Jose, CA.At Mission Services of Silicon Valley (MSSV), a subsidiary of Goodwill of Silicon Valley (GWSV), our purpose is simple and powerful: to help people build skills, find meaningful work, and thrive in our community. For nearly 100 years, we've been a trusted partner in connecting opportunity with people's potential. By working hand in hand with local experts, employers, and community members, we create pathways to education, employment, and lasting economic mobility.Founded in Santa Clara County in 1928, Goodwill of Silicon Valley (GWSV) is dedicated to improving employment opportunities, increasing standards of living, providing economic independence, and restoring our clients' sense of self-worth. We achieve this through workforce creation, vocational training, and environmental stewardship. With 18 retail stores, an online store, an extensive reuse/recycling operation, and our Contract Services division, we help individuals overcome barriers to employment, build sustainable lives and communities.MSSV's Career Technical Education (CTE) program provides adults facing barriers to employment—including justice involvement, chronic underemployment, disability, or housing instability—with a pathway to stable, long-term employment and personal and professional growth through no-cost, short-term, entry-level skills training. CTE program graduates are equipped with the skills they need to launch careers as construction workers, electricians, HVAC technicians, Medical Assistants, and other similar and related professions. The CTE training programs are designed to provide a safe, professional, and productive learning environment for all students.The Career Technical Education Operations Coordinator will be responsible for ensuring a smooth and successful enrollment process and educational experience for CTE program applicants.Responsibilities:Carefully and accurately documents and tracks the progress of all prospective CTE students from their initial expression of interest to their successful enrollment in their desired programMaintains regular contact with prospective students (via phone, text, and email) to advise them of their next steps in the enrollment process and answer any questions that ariseServes as primary point of contact for internal and external inquiries on the status of each prospective student; handles all inquiries in a courteous and professional mannerManages and oversees enrollment in and attendance at information sessions (both in-person and virtual)Distributes to prospective CTE students appropriate links to applications, assessments, and interview calendars on a timely basisParticipates in interviews with prospective CTE students, as neededEnsures that all program participants successfully complete all pre-class training activities and requirementsPrioritizes tasks and documentation according to course start and end datesCTE Program Operational SupportOversee the purchase of classroom, instructional, and office supplies and equipment and approved wraparound supports for students; maintain inventories of the above, and keep careful documentation.Coordinate rooms for all CTE courses, workshops, and Information SessionsCoordinate and execute the participant stipend process, including gathering all documentation and partnering with finance to issue paymentCoordinate and execute the participant background process, including gathering all documentation, utilizing online platform to process backgrounds, and securing all documentationData and Record Collection and Keeping:Maintains accurate and timely records of CTE pre-enrollment and enrollment-related activities, enrollments, attendance, drops, and completionsOversees collection of intake paperwork for each cohort and ensures that it is complete and accurate and that all forms are up to date; provides appropriate paperwork to partner organizations as required; works with other CTE team members to ensure documentation is uploaded to students' online profiles properly and on a timely basis and that documents with personally identifying information (PII) are then destroyedManages participant paper records and files in accordance with privacy requirementsAccurately records required data in the Case Management System in a timely manner; maintains accurate and timely case notes and records changes in contact information; uploads documentation to Case Management System as neededRoutinely pulls or generates reports to monitor process fidelity and to inform monthly dashboards that create real-time programmatic overviewsOther Responsibilities:Assists CTE team with production of certificates for graduating students, as neededProvides support in the scheduling and monitoring of workshop attendance as neededDelivers presentations to prospective students, current students, and staff as neededRepresents Mission Services and Goodwill in the community through participation in appropriate organizations and networking events, as neededMaintains confidentiality according to GWSV protocols; handles sensitive information in a confidential mannerModels professional work behavior at all timesPerforms other job-related duties and responsibilities as assignedResponsibilities may be added, deleted or changed at any time at the discretion of management, formally or informally either orally or in writing.QualificationsRequired Qualifications:Highly proficient in using Microsoft Office, particularly Excel, and familiar with Google Workspace, web-based database systems, and virtual meeting platformsExperience with project or process management, orExcellent written and oral communication skillsStrong attention to detail and organizational skillsDemonstrated ability to motivate and support individuals from diverse, underserved communitiesMinimum 2 years' work experience in a professional settingPreferred Qualifications:Bachelor's Degree and/or Project Management credentials, or equivalent experienceAt least one year of experience working with a program that serves individuals with barriers to employment, such as housing instability, disability, low income, justice involvement, or chronic underemploymentBilingual in Spanish, Vietnamese, or other commonly spoken regional languagesFamiliarity with workforce or case management systems (e.g., Caseworthy, Salesforce)Possess a valid CA Driver's LicenseSuccess Metrics May Include:Successful enrollment of the desired number of qualified individuals in each CTE program cohort, on a timetable that allows for excellent service delivery and a quality enrollment experience for each applicantParticipant satisfaction and feedback scoresQuality and timeliness of documentation and case recordsValues and Culture FitCommitment to equity, inclusion, and trauma-informed careDemonstrated ability to work in a mission-driven, collaborative environmentPersonal alignment with MSSV's belief in the power of work to change livesEmbodiment of MSSV's core values: Integrity (honesty), collaboration, respect, and mutual empowermentWork Environment and SupportIn-person participant meetings, team meetings, and community eventsAccess to professional development opportunities and mentoring, such as Goodwill® Career Coach and Navigator Professional CertificateSupportive team culture focused on shared learning and innovationEquipment Used:Computer, telephone, copy machines/printersKnowledge, Skills, and AbilitiesGeneral learning ability. The ability to "catch on" or understand instructions and their underlying principles. The ability to reason and make judgements.Ability to understand meaning of words and ideas associated with them and to use them effectively; to comprehend language; to understand relationships between words; to understand the meanings of whole sentences and paragraphs; to present information or ideas clearly.Ability to perceive pertinent detail in verbal or tabular material; to observe differences in copy, to proofread words and numbers, and to avoid perceptual error in arithmetic computation.Being willing to accept responsibility for the direction, control or planning of an activity.Being able to influence peoples' opinions, attitudes or judgements about ideas or things.Having an analytical mind.Being able to deal with people beyond giving and receiving instructions.Being respectful of and conform with set limits, tolerance