JWA-Program Assistant

Job Description

Job Description

Description:

Job Summary

The Program Admin provides essential operational, administrative, data management, and customer service support to ensure the efficient daily operation of JobsWork! Arundel (JWA). This position serves as a central point of coordination for participants, staff, partners, and visitors and plays a critical role in maintaining organized program operations, accurate records, timely reporting, and a professional participant experience.

The Program Administrator is responsible for supporting the daily administrative functions of JWA, including front-office operations, participant communication, orientation preparation, attendance tracking, database updates, file management, document collection, correspondence, scheduling, reporting support, and coordination of program materials and activities.

This position will support the JWA Program Manager and program staff by ensuring that participant information, attendance records, program documentation, and operational trackers are accurate, current, and readily available. The Program Administrator will work closely with the Enrollment & Engagement Specialist, Career Coaches, Job Developer, Workshop Coordinator, and other JWA staff to support a seamless participant experience from referral and orientation through engagement in program services.

The Program Administrator must be highly organized, detail-oriented, customer-focused, and comfortable managing multiple priorities in a fast-paced workforce development environment. The successful candidate must demonstrate strong judgment, excellent communication skills, proficiency with databases and Microsoft Office applications, and the ability to handle Personally Identifiable Information (PII) and confidential participant information with discretion and professionalism.

Essential Functions and Responsibilities

Front Office and Customer Service

• Serve as a primary point of contact for JWA participants, visitors, community partners, and other stakeholders.
• Welcome and greet in-office visitors, clients, and guests in a professional, courteous, and customer-focused manner.
• Answer, screen, and route high-volume incoming telephone calls and respond to general program email inquiries in a timely manner.
• Provide accurate general information regarding JWA services, orientations, workshops, appointments, program locations, and next steps.
• Direct participants to the appropriate JWA staff member or service based on their individual needs.
• Maintain a professional, organized, and welcoming office environment.
• Assist with participant check-in, appointment scheduling, and daily office flow.
• Ensure visitors and participants are appropriately documented and directed according to office procedures.

Program Administration and Operations 

• Provide day-to-day administrative support to the JWA Program Manager and program staff.
• Coordinate calendars, appointments, orientations, meetings, workshops, and other program activities as assigned.
• Prepare meeting materials, participant packets, orientation packets, forms, sign-in sheets, rosters, and other program documentation.
• Maintain organized electronic and physical filing systems.
• Monitor office supply inventory and submit requests for materials, equipment, and program supplies as needed.
• Assist with the preparation and distribution of program materials for workshops, orientations, hiring events, outreach activities, and special initiatives.
• Support the coordination of JWA events, partner meetings, participant workshops, recruitment activities, and community engagement events.
• Draft, edit, format, and distribute professional correspondence, memoranda, forms, notices, letters, and email communications.
• Assist with maintaining current program forms, templates, participant documents, and administrative resources.
• Support the implementation of standardized administrative processes and procedures across JWA locations.

Participant Intake and Orientation Support 

• Support the preparation and coordination of weekly individual and group participant orientations.
• Generate and maintain orientation rosters based on referrals received through approved state and internal reporting systems.
• Contact scheduled participants to provide orientation reminders, appointment details, required documentation, and other program instructions.
• Confirm that participants scheduled for orientation have completed required forms and prerequisites when applicable.
• Assist with participant check-in and collection of required documentation.
• Administer assigned intake forms, assessments, surveys, and program documents.
• Update participant profiles and program records immediately following orientation or other participant activities, as required.
• Ensure completed participant documentation is accurately filed and available to the appropriate JWA staff.
• Coordinate with the Enrollment & Engagement Specialist regarding incomplete enrollment documentation, missing forms, participant follow-up, and scheduling needs.
• Assist with preparing participant files for staff review, enrollment, assessments, and service assignment.

Attendance Tracking and Reporting

• Record, monitor, and maintain accurate participant attendance for orientations, workshops, Career Corner Bootcamp activities, appointments, volunteer activities, and other assigned JWA services.
• Collect and maintain sign-in sheets, attendance records, virtual attendance reports, and other participation documentation.
• Update attendance trackers and approved databases within required reporting timeframes.
• Cross-reference attendance records with participant rosters and case files to identify discrepancies or missing documentation.
• Communicate attendance concerns, missed appointments, or incomplete participation records to the appropriate JWA staff member.
• Prepare attendance summaries and reports for the Program Manager and other authorized staff.
• Support the submission of accurate attendance information to appropriate state agencies and funding partners in accordance with established deadlines and reporting requirements.
• Maintain documentation supporting reported attendance and participation for monitoring, quality assurance, and audit purposes.

Data Entry, Database Management, and Quality Assurance

• Input, update, and maintain accurate participant information in approved workforce development databases, including the WORKS system and other internal tracking tools.
• Enter participant demographic information, contact information, program activities, attendance, appointments, and other assigned data elements accurately and within required timelines.
• Review participant records for completeness, accuracy, and consistency.
• Identify missing, incomplete, or conflicting information and communicate necessary corrections to the appropriate staff member.
• Support routine data quality checks and file audits.
• Assist the Program Manager with compiling information needed for internal reports, performance tracking, grant requirements, and program monitoring.
• Extract, organize, and consolidate information from approved state and internal reporting systems.
• Maintain current program trackers that support participant enrollment, attendance, engagement, documentation, referrals, and program outcomes.
• Follow established procedures for correcting data errors and maintaining accurate participant records.

Documentation and Confidentiality

• Collect, organize, scan, upload, and securely maintain participant documentation.
• Maintain accurate electronic and physical participant files.
• Handle Personally Identifiable Information (PII), confidential participant records, personnel information, and other sensitive data in accordance with AAWDC policies and applicable federal, state, and local requirements.
• Ensure confidential documents are stored, transmitted, and disposed of appropriately.
• Support compliance with document retention, confidentiality, and data security requirements.
• Report potential data, confidentiality, or documentation concerns to the appropriate supervisor.

Program and Staff Support

• Provide administrative support to Career Coaches, the Enrollment & Engagement Specialist, Job Developer, Workshop Coordinator, and other assigned JWA staff.
• Assist with preparing participant lists, appointment schedules, attendance rosters, case review materials, and program reports.
• Support communication between program staff to ensure participants receive timely information and appropriate follow-up.
• Assist with monitoring participant documentation requirements and notifying appropriate staff of missing information.
• Coordinate the preparation of materials for Career Corner Bootcamp, professional development workshops, orientations, work-based learning activities, volunteer initiatives, and other JWA programming.
• Support the administration and tracking of the JWA SNAP Volunteer Initiative and other work activity opportunities as assigned.
• Assist with maintaining participant and host-site documentation, attendance records, schedules, and required forms for volunteer or work-based learning activities.
• Participate in staff meetings, program planning meetings, training sessions, and quality improvement activities.
• Provide administrative support for special projects and new program initiatives.

Performance Expectations

The Program Administrator will be expected to consistently demonstrate strong administrative performance and may be evaluated based on measures including, but not limited to:

• Timeliness  and accuracy of participant data entry.
• Accuracy  and completeness of participant files and documentation.
• Timely preparation of orientation rosters and participant materials.
• Accuracy of attendance tracking and reporting.
• Compliance with reporting deadlines.
• Timeliness of participant and stakeholder communication.
• Completion of assigned administrative tasks and projects.
• Ability  to maintain organized and efficient office operations.
• Data  quality and reduction of documentation errors.
• Compliance with confidentiality and PII requirements.
• Responsiveness  to Program Management and staff needs.
• Ability to manage multiple priorities while meeting established deadlines.
• Contribution to the overall efficiency and effectiveness of JWA operations.

Essential Competencies

The successful candidate must demonstrate:

• Exceptional organizational and  administrative skills.
• Strong attention to detail and accuracy.
• Excellent verbal and written communication skills.
• Strong customer service and interpersonal skills.
• The ability to manage multiple tasks and competing priorities.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, Teams, and PowerPoint.
• The ability to learn and effectively utilize the WORKS system and other required databases.
• Strong data entry and record-management skills.
• The ability to handle confidential information with discretion and professionalism.
• Strong problem-solving and critical-thinking abilities.
• Dependability, accountability, and follow-through.
• The ability to work independently while functioning effectively as a collaborative team member.
• Adaptability in a fast-paced and evolving workforce development environment.
• Cultural awareness and the ability to work effectively with Anne Arundel County’s diverse population.

Knowledge, Skills, and Abilities

• Knowledge of professional office administration and customer service practices.
• Ability to maintain accurate records and manage confidential information.
• Strong proficiency in Microsoft Office applications.
• Ability to create and maintain spreadsheets, trackers, reports, and participant rosters.
• Strong written communication and document preparation skills.
• Ability to work with diverse populations and communicate respectfully and professionally.
• Ability to follow established procedures while adapting to changing program needs.
• Ability to prioritize work, meet deadlines, and maintain a high level of accuracy.
• Demonstrated commitment to quality service delivery, teamwork, accountability, and participant success.

Work Environment:

• General office environment.

• Work 35 hours per week.

• Position may require local travel.

• Flexible work environment with potential hybrid in-office/remote scheduling based on organizational needs.

• Agile to work in a fast-paced work environment and essential skills to manage multiple tasks simultaneously.

Physical Demands:

• This position requires movement inside the office to access files, office machinery, etc.

This position description does not imply that the stated requirements are the only expectations for the position. Other duties may be assigned depending on departmental and organizational needs. AAWDC has the right to revise this position description at any time. AAWDC is an “at will” employer, and as such, neither this position description nor your signature constitutes any form of a contractual agreement between you and AAWDC.

Anne Arundel Workforce Development Corporation is an equal-opportunity employer, with a strong commitment to a diverse workforce. We encourage all qualified applicants to apply regardless of gender, age, color, national origin, disability, or any other protected characteristic.