Enrollment Coordinator

POSITION TITLE:  Enrollment Coordinator

STATUS:   Full-time Employee

LOCATION:  Job responsibilities will be required to be performed from Milwaukee office. 

JOB PURPOSE:  To enroll people, primarily adult men, in Alma Center programming in order to support them on a journey of healing and recovery from their own experiences of trauma and adversity so that they are able to show-up responsibly, fully, lovingly, and authentically in relationship with their partners, children, family and community. 

This position will work with people, primarily adult men, who are at risk of or who have a history of causing harm in their intimate partner relationship and/or family.  The people served are a diverse group, including: people who have been arrested and/or convicted for a domestic violence related crime and are required to complete programming as part of a criminal system mandate; people returning to the community from incarceration; people recommended to complete services through Child Protective Services; people seeking services in relation to family court child custody matters; people recommended to services by family and friends; and people who are voluntarily seeking help to transform their own behavior.  

The IDEAL CANDIDATE is optimistic, open-minded, curious and eager to learn; is collaborative, generative and able to work interdependently on a team; has a fundamental belief in human beings’ ability and capacity to change; demonstrates awareness, commitment and courage to address oppression and privilege within self and others; has done enough of their own work to be able to show-up authentic, grounded, and vulnerable with the people we serve and other team members; is open and committed to continuing to work on themselves; and, acts with integrity to core values making healthy, generative, and accountable choices in all aspects of life.  We are looking for candidates who bring passion and skill to this position as a vocation or calling, not just a job.

WHO ARE WE? The Alma Center is a community-based, not-for-profit agency with a mission to heal unresolved trauma and transform and evolve self, relationships, and community.  We envision a world where all people are connected to and making choices aligned with their Authentic (loving, lovable, capable, whole and enough) Self.

The Alma Center’s innovative practice of Healing Focused Care (HFC) is an evidence-informed paradigm for transformational work to break cycles of hurt and harm that is solidly grounded in the contemporary understanding of trauma and healing. It is a comprehensive model for thinking about, envisioning, and doing transformational work.  HFC targets the healing potential of supportive, authentic, trusting relationships to surface the inherent resiliency and wisdom of people who have experienced trauma and awaken a person’s own internal capacities to become the best version of themselves. HFC is embodied in the Alma Center’s organizational culture and is fostered through ongoing and purposeful expectations of vulnerability, authenticity and compassionate accountability with each other and the people we serve.

TRAINING: All new hires will receive extensive training and ongoing coaching and supervision on the Alma Center’s practices of HFC.  HFC training is not just about the acquisition of information and knowledge, it is also very much about applied practice which means all staff are required to engage personally in their own healing work.

Responsibilities for Fulfilling the Alma Center Mission:

Work willingly, honestly and courageously on your own journey of healing unresolved trauma and liberating from oppression and privilege to ensure that your personal issues and triggers do not interfere with your ability to be fully present, compassionate, authentic, vulnerable, trustworthy, and appropriate in your interactions, expectations, and accountability with the people we serve and other team members.

• In fulfillment of this job responsibility, all team members are required to participate in the organizational practice of Emotional Wellness which include mindfulness, healing circles, deep personal and group trauma resolution work, and healing community rituals.  We expect our team to courageously and wholeheartedly walk the same journey of healing we offer to the people we serve.
• Create, nurture and sustain a culture of Healing Focused Care.

Core Job Functions:

• Serve as the “face” of the Alma Center, maintaining a caring, professional and efficient front office. Answer phones, screen and direct calls, greet incoming guests and clients.
• Schedule appointments for pre-enrollment activities (intakes, orientation, class prep sessions).
• Collect, record and maintain accurate and complete information in client management database (e.g., client profile, client & referral contact, scheduled appointments and outcome, and class attendance as needed).
• Provide thorough and clear communication in a timely fashion, both verbally and in writing, regarding client status in the programs (intake, enrollment, attendance, suspension, termination) to forge productive, accountable and professional relationships with referral sources, such as the District Attorney’s Office, Domestic Violence Court Judges, probation agents, police, Child Protective Services, private attorneys, domestic violence service agencies, family members, program participants, and other team members.
• Arrange for interpreters/translators as needed.
• Handle confidential and non-routine information.
• Understand and explain program policies.
• Establish and maintain filing systems for client records and retrieve information as needed, including intake assessments, meetings and appointments, and class attendance.
• Update funder-required tracking systems, create reports and meet reporting deadlines.
• Perform administrative responsibilities as assigned, and as necessary, to ensure successful operation of program, and work with team continuously to improve and create further efficiencies in operations.
• Practice compassionate accountability by actualizing conscious choice, setting clear expectations, supporting people to achieve expectations, understanding the journey is not linear, allowing the flow of natural consequence positive or negative, and holding an open space for the journey to continue.
• Build honest, authentic, and trusting relationships with other team members to continue to learn and grow together, hold each other accountable, and advance the culture of Healing Focused Care and vision of the Alma Center.
• Be on time, prepared, fully present without distraction, and open to learning for all meetings, appointments and required activities.
• Be willing and open to filling in for other staff members when necessary, and for taking on new and other responsibilities when identified, necessary, prioritized or deemed essential.

Core Competencies:

• Shared Vision: Is enthusiastic about Alma Center’s work, embraces Alma Center culture and values, makes generative and supportive contributions to the organization.
• Shared Leadership: Applies the philosophy of servant leadership to completing work expectations and team interactions; recognizes the leadership value of every position and role within the organization; develops leadership presence, know-how, and skill in performance of job and supporting growth and development of self, team members and organization.
• Systems Thinking: Appreciates and considers how one’s actions affect every member of the team; welcomes and utilizes feedback positively; and is able to move beyond blame to resolution.
• Emotional Intelligence: Recognizes, feels and expresses own emotions in an authentic, vulnerable, self-aware, and self-regulated way; clearly distinguishes between emotion and perception; has empathy and understanding for the emotions of other people; and has relational social skills.
• Personal Mastery/Striving for Excellence: Committed to continuous, generative, thoughtful and grounded learning; works from purpose and personal vision; makes ethical and conscious decisions and choices and acts with integrity; committed to self-care; able to balance work & home life.
• Managing Resources: Organizes own work responsibly and reliably without need for detailed management oversight to fulfill expectations and responsibilities; meets objectives on time; and understands overall workloads of staff.
• Multitasking: Manages multiple priorities with sound problem-solving to produce quality outcomes in a timely fashion.
• Team Learning: Participates, learns and cooperates well as team member.
• Communication: Listens well to others, shares ideas clearly and openly, voices disagreement with respect, addresses conflict directly and constructively.
• Staff Interaction: Requests and follows up on appropriate support from others; raises concerns about colleagues in an appropriate way; holds generous assumptions of the intent and meaning of other team members.
• Staff Development: Gives constructive feedback that helps others identify and meet development needs.
• Mental Models: Willing to challenge deep rooted assumptions and norms; takes time to reflect, contemplate and inquire before jumping to conclusions; embraces differences physical, mental, emotional & spiritual.

Minimum Qualifications

• Minimum of 3-5 years of experience as an administrative coordinator, customer service representative or equivalent experience.
• General knowledge of nonprofit and human services fields.
• Ability to maintain a high degree of discretion/confidentiality in all aspects of the job, displaying courtesy and professionalism in all contacts and managing difficult or sensitive situations effectively.
• Superior writing and verbal communication skills as well as relationship-building skills.
• Ability to maintain calm and professional attitude under pressure and ability to shift priorities in a fast-growing and vibrant organization.
• Demonstrated ability to use sound and accurate judgment and to apply experience to resolve non-routine problems independently and/or to seek direction from supervisor.
• Use initiative and independent judgment within established policy and procedural guidelines.
• Ability to work effectively both independently and as part of a team.
• Strong knowledge of MS Office, including Word, Excel, Outlook. Experience using database management system a plus.

Education and Experience

These positions are open to people with degreed credentials, such as a BA or MA in liberal arts (e.g., sociology or anthropology), a human services field (e.g., social work or psychology), public health or education, as well as people with lived personal experience, such as prior incarceration or criminal justice system involvement and a demonstrable truth of personal transformation.