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The Intake Coordinator reports directly to the Director of Entrepreneurial Readiness and will be working in the front line of Virginia Workforce Innovation and Entrepreneurship Center (VWIEC) responsible for the coordination and supervision of all program applicants from start to completion of their programs.

This is a grant-funded position. Continuation of the position is contingent upon the continuation of related grant funding.

Position Overview and Functions:

The Intake Coordinator provides support and coordination for program participants in VWIEC’s Intake process and manages participant data Salesforce. As a member of Entrepreneurial Readiness Team, he/she will be working under the supervision of the Director of Entrepreneurial Readiness.

The VWIEC Intake process is an integral part of identifying which services can effectively meet the needs of all program participants, and it is often the first step in achieving the mission, vision and goals of the Center. With support from other team members, the Intake Coordinator reviews applications, interviews applicants, requests additional information as needed, and recommends appropriate steps to follow.

• Assist callers interested in the services at VWIEC to explain Intake process, programs provided, and necessary information needed to complete online application.

• Employ interpersonal skills, cultural competency/sensitivity, tactful language and empathetic interviewing skills to build rapport and maintain trust with applicants of varied backgrounds.

• Communicate with applicants during and after the application is completed to ensure their needs are met.

• Maintain accurate records and documentation of all activities related to applicants’ inquiries, phone calls and emails for further follow ups.

• Document all interactions into the database (Salesforce), review/ communicate information with a supervisor and the team accordingly, and utilize the computer database system for course completion.

• Maintain collaborative team relationships with peers and coworkers in order to effectively contribute to the working group’s achievement of goals, and to help foster a positive work environment.

• Facilitate and participate in weekly/bi-weekly meetings and/or conferences to discuss and review complex cases in need of future scheduling.

• Complete other job duties as assigned or necessary.

• High School diploma or GED required, preferably Associate or Bachelor degree and full-time equivalent of two years’ administrative or customer service experience.

• Experience conducting telephone-based or in-person interviews, data collection and data entry is highly preferred.

• Ability to handle a high volume of calls and can multi-task across various channels to ensure the clients’ needs are met.

• Multiple cases may be managed at once so prioritization, prompt action and attention to detail in documentation and data management are required.

• Critical thinking and problem-solving skills. Ability to use sound judgment in responding to issues and concerns.

• Intermediate to advanced computer experience (Web-based software programs, typing, and using multiple software to complete tasks, ie. CRM)

• Excellent time management skills (organization, prioritization, multitasking).

• Demonstrated ability to work independently, prioritizing work and balancing multiple tasks concurrently.

• Motivated, someone who is not afraid to take initiative on tasks that are outside the scope of the role and who has a go-getter mentality.