Program Coordinator, English Language Program – School of Continuing and Professional Studies

Scheduled Hours
37.5

Position Summary
Under the direction of the English Language Program (ELP) Program Manager, the coordinator executes administrative policies and procedures for the EMPOWER Grant for English Language Programs. Assists in program development, student recruitment and assessment, faculty and student support, financial oversight, grant management. This is a time-limited position that ends June 2025.

Job Description

Primary Duties & Responsibilities

Administrative Support for English Language Programs and the EMPOWER Grant

• Manage day-to-day communication.
• Coordinate with EMPOWER instructors, students, and CAPS staff to ensure the smooth and efficient implementation of the program.
• Keep and retain all the necessary grant-required records, per the EMPOWER and Department of Social Services (DDS) requirements.
• Manage the EMPOWER grant contract and services for all facets of the program.
• Support and supervise student workers as needed.
• Make purchases for the program; order books and other required items; coordinate receipt and other required documentation with CAPS accounting staff.
• Monitor grant(s) spending and budget; maintain financial records and assist with preparation of budget in collaboration with Program Manager and CAPS accounting staff.
• Maintain records and upgrade on-line forms, documents, and record systems used by various people who work for the program (e.g. Google Docs, Google Sheets, etc.).
• Support coordination and implementation of all activities for executing grants, including understanding grant guidelines and contracts.
• Work alongside Program Manager to support and manage grant activity, including expenditures, grant writing, reporting, budgets, evaluation, and strategic planning.
• Manage administrative problems and/or budget changes occurring during the awarded granting period.

Assist with Student Support

• Manage student course registration process; collaborate with Program Director.
• Assist CAPS staff and Program Manager in maintaining student records; request transcripts at previous colleges attended by students; monitor attendance; assist with student persistence and completion of the program.
• Manage communication with EMPOWER students.
• Assist Faculty in collecting pre-course information, completing course information forms and submitting course syllabi, scheduling courses and special sessions.
• Facilitate course delivery, including ordering course books, preparing course packets and workbooks, uploading presentations, and gathering material.
• Collaborate with CAPS staff and Program Manager to identify students’ needs and create a plan for supporting students and connecting students with resources.
• Design a student interaction checklist to standardize procedures, per the EMPOWER grant case management requirements.
• Coordinate with Career Specialist on student interaction and support.

Student Recruitment and Assessment

• Collaborate with Program Manager and CAPS staff to plan student recruitment, application and assessment processes and procedures.
• Establish connections with community-based organizations and immigrant service providers in order to identify potential students.
• Host program information sessions for potential students.
• Assist students in completing the application process.
• Administer the TABE CLAS-E pre-assessment to all potential students.
• Administer the TABE CLAS-E post-assessment to completing students.
• Manage grant-required assessment record keeping.
• Maintain student recruitment, application and assessment records.

Assist in Marketing and Event Planning

• In coordination with CAPS marketing team, assist in planning recruitment and career events.
• Coordinate with external partners on events including Professional Development workshops.
• Other duties as assigned.

Working Conditions

• Moderate travel to community-based organization and immigrant service providers in the St. Louis area.
• Ability to work occasional evenings and weekends.

Preferred Qualifications

• Master’s degree with three to five years of experience in an academic setting.
• Familiarity with teaching English as an additional language, applied linguistics and/or adult education.
• Experience working with immigrants and refugees.
• Strong communication skills, both verbal and written, and project management skills.
• Ability to work with a wide variety of people in an office environment.
• Familiarity with using online forms and documents for web-based record keeping.
• Demonstrated experience working with confidential projects using discretion and independent judgment.
• Individual must have a strong desire to support immigrants and refugees access to education and professional training.
• Ability to project genuineness and warmth, while working with a wide variety of people. 
• Excellent interpersonal and communication skills (written and verbal); a service-oriented communicator.
• Ability to multi-task, and work independently and collaboratively.
• Experience working with personal computers with a proficiency in word processing applications.
• Ability to handle confidential information responsibly and work on various projects to achieve the goals of the EMPOWER grant and English Language Programs.​​

Required Qualifications

High school diploma or equivalent high school certification and three years relevant experience, or an equivalent combination of education and experience.

Grade
G08-H

Salary Range
$20.76 – $32.21 / Hourly

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one’s qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email [email protected]  or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

Pre-Employment Screening
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Want to Live Near Your Work and/or improve your commute? Take advantage of our free Metro transit U-Pass for eligible employees. We also offer a forgivable home loan of up to $12,500 for closing costs and a down payment for homes in eligible neighborhoods.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO/AA Statement
Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Diversity Statement
Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.