Intake Specialist

Goodwill Industries of Middle Tennessee, Inc.; Nashville (TN); On-site; USD 42,000 - 54,000; Full time

Job summary

Goodwill Industries of Middle Tennessee, Inc. is hiring an Intake Specialist for its Career & Technical Academy.

You will manage the intake and enrollment process, ensure documentation and eligibility, and work with instructors, registrars, and partners to deliver a positive student experience from inquiry to first day of class. You will maintain student records, coordinate onboarding activities, and continuously improve enrollment workflows while promoting the organization's values in

Qualifications

• High school diploma or equivalent is required.
• Associate's degree is preferred.
• Three years of administrative, enrollment, admissions, customer service, education, workforce development, healthcare, or related experience.
• Experience coordinating multiple activities in a fast-paced environment.
• Experience maintaining confidential records.
• Experience using Microsoft Office and database systems.
• Experience with CRM or student information systems is preferred.

Responsibilities

• Acts as the primary contact for prospective students and answers inquiries about programs, eligibility, schedules, and enrollment.
• Coordinates enrollment for multiple training programs and tracks applicant progress.
• Schedules and coordinates assessments, tests, and background checks as required.
• Maintains accurate electronic student records and reports enrollment metrics.
• Supports enrollment logistics and onboarding across instructors and departments.
• Provides exceptional customer service to students, employers, and partners and resolves enrollment issues promptly.
• Identifies opportunities to improve enrollment processes and standardizes intake procedures.

Skills

Customer service

Interpersonal skills

Attention to detail

Multitasking

Scheduling

Diversity & inclusion

Confidentiality

MS Office

SIS/database literacy

Problem solving

Independent working

Team collaboration

Education

High school diploma or equivalent

Associate's degree preferred

Tools

CRM systems

Student information systems

Job description

Job LocationLifsey Building - Career SolutionsJob Summary:The Intake Specialist serves as the primary point of contact for individuals entering Goodwill’s Career & Technical Academy (GCTA) training programs. This position manages the intake and enrollment process for prospective students, ensuring participants complete all required documentation, assessments, eligibility requirements, and onboarding activities before beginning training.The Intake Specialist works closely with instructors, the Registrar, Career Navigators, employers, and external partners to provide an exceptional student experience from initial interest through the first day of class. This position also maintains accurate student records, coordinates enrollment logistics, and supports continuous improvement of enrollment processes.The Intake Specialist will promote a positive work environment that celebrates our vision, mission and core values of Teamwork, Respect, Uprightness and Empowerment in every action and interaction with team members, donors, customers, management and persons served.Job DescriptionEssential FunctionsStudent Recruitment & IntakeServes as a point of contact for prospective GCTA students.Responds to inquiries regarding training programs, eligibility requirements, schedules, and enrollment.Conducts intake interviews to determine program fit and readiness.Explains program expectations, attendance requirements, and career pathways.Assists students in completing enrollment paperwork and required documentation.Enrollment CoordinationCoordinates enrollment for all GCTA training programs including Construction, Welding, Forklift, Healthcare, and future programsTracks applicant progress through the enrollment pipeline.Ensures all required forms, releases, identification, and eligibility documentation are receivedVerifies students have completed all pre-enrollment requirements.Maintains waitlists and communicates enrollment status to applicants.Coordinates orientation sessions and onboarding activities.Assessment & Testing CoordinationSchedules physical abilities testing and other required assessments.Coordinates drug screens, background checks, or other program-specific requirements when applicable.Tracks completion of required assessments.Communicates results and next steps to students.Student Records & Data ManagementMaintains accurate electronic student records.Enters enrollment data into organizational systems.Tracks enrollment metrics, completion of intake milestones, and reporting requirements.Prepares reports regarding enrollment, class capacity, and applicant status.Ensures confidentiality of student information.Program CoordinationCoordinates with instructors regarding class rosters and enrollment numbers.Assists with scheduling new cohorts.Ensures classrooms receive accurate participant information prior to class start.Coordinates communication between students and instructional staff.Coordinates with accounting on student stipends.Assists with graduation and completion documentation.Customer ServiceProvides exceptional customer service to students, employers, referral partners, and community organizations.Maintains regular communication with applicants throughout the enrollment process.Answers questions and resolves enrollment issues promptly.Connects applicants with internal resources when barriers to enrollment are identified.Continuous ImprovementIdentifies opportunities to improve enrollment processes and student experience.Assists in developing standardized intake procedures and documentation.Recommends workflow improvements to increase efficiency.General DutiesDemonstrates regular and reliable attendance.Maintains compliance with organizational policies and applicable regulations.Performs other duties as assigned.Minimum QualificationsRequired Skills:EducationHigh school diploma or equivalent required.Associate's degree preferred.ExperienceThree years of administrative, enrollment, admissions, customer service, education, workforce development, healthcare, or related experience.Experience coordinating multiple activities in a fast-paced environment.Experience maintaining confidential records.Experience using Microsoft Office and database systems.Knowledge / SkillsExcellent customer service skills.Strong interpersonal and communication skills.Highly organized with exceptional attention to detail.Ability to manage multiple priorities simultaneously.Strong scheduling and coordination skills.Ability to work effectively with individuals from diverse backgrounds.Ability to maintain confidential information.Proficiency with Microsoft Office (Word, Excel, Outlook).Ability to learn new student information systems and databases.Problem-solving and critical thinking skills.Ability to work independently while collaborating across departments.Preferred Education / Experience / Knowledge & Skills / Certifications & LicensesExperience in admissions, student services, workforce development, training administration, healthcare scheduling, higher education, or career services.Experience coordinating enrollment or onboarding processes.Experience with CRM or student information systems.Bilingual skills are a plus.