Intake & Distance Learning Coordinator

Job Description

Job Description

WHO WE ARE

Literacy Minnesota connects people to transformative learning, sparks innovation in literacy, and mobilizes change. We envision a future where literacy eliminates injustice and strengthens communities. For more than 50 years we have trained volunteer tutors and helped adults build reading, writing, math, English-language, and digital skills, and our Northstar Digital Literacy platform is now used by programs in all 50 states and beyond. 

Our Open Door Learning Centers, a program of Literacy Minnesota, bring this work into Twin Cities communities through free classes for adults in ESL, GED preparation, digital skills, college and career readiness, and citizenship, offered in person in Minneapolis and Saint Paul and online. We are committed to learning environments that are welcoming, accessible, culturally responsive, and rooted in equity.

POSITION SUMMARY
Literacy Minnesota is hiring a welcoming, well-organized Intake & Distance Learning Coordinator to be the first person adult learners meet at our Open Door Learning Center in North Minneapolis and the person who makes sure their enrollment is complete and their learning tools are ready. The Coordinator staffs the front desk during class hours, connects students to resources at the point of contact, keeps student records and enrollment follow-up current, and owns the distance learning accounts that give every student the right platform at the right level. This role reports to the Site Lead and will also perform other duties as assigned. 

This is a .75 FTE position, typically working 30 hours per week Monday through Thursday, with occasional staff meetings on Fridays. The position is benefits-eligible, accrues paid time off each pay period, and provides 12 paid holidays. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

Intake and Assessment

• Own student intake from first contact through completed enrollment, making each learner feel respected and supported from their first call, email, or visit.
• Conduct pre-, ongoing, and post-testing using CASAS and other state-approved assessments; schedule and run intake and testing appointments.
• Complete and maintain required documentation for each learner, including intake forms and Personal Education Plans (PEPs), per ABE accountability requirements.
• Maintain accurate, confidential student records and drive enrollment follow-up so students who begin intake finish it and get placed in the right class.

Front Desk Student Support

• Staff the front desk during class hours, Monday through Thursday, greeting students and visitors and answering phones and inquiries promptly and respectfully.
• Provide navigation triage: connect students to the right resource at the point of contact, referring to teaching staff, site leadership, or community partners when a need runs deeper than a single conversation.
• Build working knowledge of community resources, and keep current class flyers and agency literature stocked at the front desk.
• Coordinate with backup staff and volunteers to keep the desk covered during intake appointments and testing.

Distance Learning Accounts & Student Access

• Create and reactivate student distance learning accounts at intake.
• Confirm that every student has access to an appropriate platform at the right level, and adjust placement as students progress.
• Own distance learning rosters, account deletion, and individual licensing and unlicensing; run contest tracking and secure prizes.
• Maintain the distance learning instruction binder and supporting systems so practice is consistent across Open Door sites.
• Serve as the site point of contact for statewide distance learning updates and the on-site expert on what each platform offers and who it fits.

Collaboration & Communication

• Partner with teaching staff and site leadership so student intake, instruction, and distance learning placement fit together, and so account setup at intake hands off cleanly to digital skills coaching.
• Check in regularly with teaching staff to learn what volunteer support each classroom needs, and place volunteers against those needs.
• Serve as the first point of contact for new volunteers: complete intake and onboarding paperwork, confirm required training, and create a welcoming first experience before the teacher takes over classroom coaching and curriculum support.
• Coordinate with staff at other Open Door locations to keep intake and distance learning systems aligned across sites.
• Attend required weekly site meetings, monthly staff meetings, and any additional literacy services meetings, and support an inclusive, welcoming environment through organizational and personal equity goals.

QUALIFICATIONS

Required

• Strong organizational skills, with proven ability to keep accurate records.
• Comfort learning and maintaining multiple online platforms, databases, and account systems.
• Ability to move between interruption-driven front desk work and detail-driven records work, prioritizing when both need attention.
• Ability to work effectively with adult learners from diverse cultural, educational, and linguistic backgrounds.
• Warm, clear, respectful communication in person, by phone, and in writing.
• Ability to work independently while collaborating well with staff and volunteers.

Preferred

• Bilingual skills in Somali or Spanish highly preferred.
• ABE or ESL experience, such as education, health care, social services, refugee resettlement, or community work where you regularly supported people across different languages and educational backgrounds all count.
• Experience administering CASAS or another standardized adult assessment, and with SID or a comparable student data system.
• One or more years of program coordination, office administration, or front desk experience.
• Valid driver's license, for occasional travel between Open Door locations and the Literacy Minnesota main office.

Onboarding, Work Environment, & Physical Requirements

• CASAS proctor and ABE accountability training are provided and should be completed within the first 60 days; distance learning responsibilities are phased in over the first three months, with support from teaching staff and existing site documentation.
• Based on site at an Open Door Learning Center during class hours, with occasional travel between locations. Requires the ability to sit, stand, and move throughout the workday and to lift up to 25 pounds. Reasonable accommodation may be made to enable individuals with disabilities to perform these functions.