Program Assistant - Recruitment & Enrollment

RFCUNY Research Foundation of the City University of New York; United States; On-site; USD 45,000 - 55,000; Full time

Job summary

RFCUNY seeks a Program Assistant for MI Connect Recruitment & Enrollment to support quarterly learning cycles, eligibility, and learner outreach. You will manage communications, scheduling, and data integrity while coordinating with ACS staff, external agencies, and LMS teams.

The role involves preparing materials, tracking progress, and providing flexible backup coverage during peak periods. A two‑year track record in professional settings and LMS familiarity are required.

Qualifications

• Associate's degree required; bachelor's degree preferred.
• At least two years of full-time experience in a professional environment.
• Experience using computerized data management systems and reporting tools.
• Familiarity with Cornerstone or other LMS platforms.
• Knowledge of government operations, child welfare, or public-sector training programs.

Responsibilities

• Coordinate MI Connect recruitment, enrollment, and prerequisite training activities.
• Maintain calendar, reminders, and status reports for quarterly learning cycles.
• Prepare outreach lists and eligibility criteria using approved data.
• Communicate with learners, supervisors, and agency contacts about timelines and requirements.
• Track learner progress and ensure data accuracy across systems and workflows.
• Provide backup coverage for related onboarding and enrollment functions during peak periods.

Skills

Attention to detail

Administrative support

Customer service

Communication skills

Multi-agency coordination

Education

Associate's degree

Bachelor's degree preferred

Tools

Cornerstone LMS

Learning Management System (LMS)

Job description

Thank you for considering a career with the Research Foundation of The City University of New York (RFCUNY). The team at RFCUNY is made up of dedicated, talented professionals committed to providing the services that allow CUNY researchers, faculty, and staff to focus on their intellectual curiosity and scientific discoveries. We are pleased that you are interested in exploring opportunities to join RFCUNY.

Primary Location: CUNY SCHOOL OF PROFESSIONAL STUDIES Bargaining Unit: No

About the CUNY School of Professional Studies:

As a leading online school in New York since 2006, the CUNY School of Professional Studies (CUNY SPS) offers the most online bachelor's and master's degree options at the City University of New York, and serves as the University's first undergraduate all-transfer college. With 26 degrees and numerous other non-degree and grant‑funded workplace learning programs, CUNY SPS meets the needs of adults who wish to finish a bachelor's degree, progress from an associate's degree, earn a master's degree or certificate in a specialized field, and advance in the workplace or change careers. Consistently ranked highly by U.S. News & World Report for its online offerings, CUNY SPS has emerged as a nationwide leader in online education. The School's renowned and affordable online programs ensure that busy working adults may fulfill their educational goals on their own time and schedule. As CUNY SPS moves beyond its’ 20th year, we dedicate ourselves to engendering an innovative and transformative student‑centered experience.

Partnership Description:

CUNY SPS ILS partners with the New York City Administration for Children’s Services (ACS) to provide foundational and continuous professional development learning for child welfare and juvenile justice direct service staff and supervisors through ACS’s Office of Training and Workforce Development (OTWD). OTWD encompasses three entities: ACS James Satterwhite Academy, the ACS Workforce Institute and the ACS Institute for Leadership Development.

Position Description:

The Program Assistant – MI Connect Recruitment & Enrollment provides essential operational, administrative, and learner‑support coordination for MI Connect, a continuing professional learning program serving ACS staff and external agency partners. Reporting to the Program Manager of Recruitment & Enrollment Management, this role supports the successful quarterly delivery of MI Connect by coordinating learner recruitment, prerequisite registration, communications, eligibility tracking, Lyssn MI Skills Check readiness, MI Group Practice recruitment, and follow‑up activities. MI Connect has evolved from a time‑limited, wave‑based initiative into a complex, ongoing learning program that requires sustained coordination across multiple agencies, learner populations, systems, and stakeholder groups. The Program Assistant will help maintain accurate learner records and outreach lists; coordinate communication schedules; monitor learner progress; document workflows; triage inquiries; and elevate issues requiring programmatic, technical, or supervisory action. The position works closely with the Program Manager, Program Coordinators, Learning Management System (LMS) staff, Reporting Team, developers, agency contacts, supervisors, and learners. The Program Assistant also provides flexible backup support for Prevention Onboarding, Foster Care onboarding, and other workforce recruitment and enrollment activities during high‑volume periods, quarterly launches, and staff absences.

Position Duties and Responsibilities:

• MI Connect Quarterly Coordination Support the planning, preparation, and execution of quarterly MI Connect learning cycles.
• Maintain the MI Connect master calendar for launches, prerequisite recruitment, registration periods, learner reminders, Lyssn MI Skills Check deadlines, MI Group Practice sessions, and follow‑up activities.
• Prepare and maintain internal tracking tools, communication schedules, learner‑support materials, outreach lists, and status reports before each quarterly launch.
• Help ensure learners, supervisor, and agency communications are timely, accurate, consistent, and aligned with current program requirements.
• Maintain a single source of truth for program timelines, requirements, learner‑status information, pending actions, and operational decisions.
• Document standard operating procedures, recurring workflows, changes to program requirements, and manual workarounds used to support MI Connect delivery.
• Recruitment, Enrollment, and Learner Outreach Support recruitment of eligible ACS and external‑agency learners for MI Connect prerequisite training, MI Skills Check activities, MI Group Practice sessions, and related Workforce Institute offerings.
• Prepare and organize learner and agency outreach lists using approved eligibility criteria, learner progress data, registration information, and completion reports.
• Assist with communication activities, including general recruitment emails, registration reminders, pre‑work reminders, post‑work reminders, completion follow‑up, and next‑step communications.
• Coordinate recurring outreach cadence by preparing email batches, maintaining call lists, updating follow‑up logs, and identifying learners or agencies requiring additional outreach.
• Support direct outreach to learners, supervisors, approvers, and agency contacts when participants are unresponsive, incomplete, or require assistance navigating program requirements.
• Respond to learner and stakeholder inquiries regarding course availability, registration, prerequisite requirements, MI Connect timelines, access instructions, and program expectations.
• Assist learners with course selection, registration, access questions, and logistical details, providing high‑quality customer service throughout the learner experience.
• Receive, review, and maintain registration information to ensure learner data is complete, accurate, and appropriately documented.
• Lyssn Skills Check and Group Practice Support Support learner readiness for the quarterly MI Skills Check administered through the Lyssn platform.
• Prepare and distribute learner communications explaining Lyssn access, login instructions, technical‑readiness expectations, completion deadlines, preparation guidance, and the connection between the Skills Check and required MI Group Practice participation.
• Monitor available completion information and organize reminder outreach for learners who have not completed the quarterly MI Skills Check within the required timeframe.
• Support manual coordination of next‑step communications when full automation is not available, including follow‑up after Skills Check completion and preparation for MI Group Practice registration.
• Prepare Skills Check completion and eligibility lists to support MI Group Practice recruitment.
• Help track MI Group Practice outreach, learner registration, attendance, follow‑up needs, and completion status within the applicable quarterly learning cycle.
• Identify learners with incomplete requirements and elevate unresolved issues to the appropriate Program Coordinator or Program Manager.
• Tracking, Reporting, and Data Quality Maintain accurate, comprehensive, and timely tracking files for recruitment, registration, prerequisite completion, Lyssn Skills Check activity, MI Group Practice participation, outreach attempts, learner responses, and pending follow‑up.
• Update learner‑status notes, issue logs, outreach records, and agency‑contact information in designated systems and tracking tools.
• Support the LMS and Reporting Teams by compiling lists, validating learner information, identifying data discrepancies, and documenting exceptions or operational issues requiring review.
• Assist with roster updates and learner‑group maintenance in the learning management system, following established processes and data‑quality standards.
• Maintain an accurate recruitment log that captures learner concerns, agency barriers, unresolved questions, technical access issues, and escalation status.
• Contribute to quality‑assurance processes and tools that measure the efficiency, timeliness, and effectiveness of recruitment, enrollment, and learner follow‑up activities.
• Support the identification of trends, recurring barriers, unresponsive agencies, incomplete prerequisites, and process‑improvement opportunities.
• Cross‑Functional Coordination and Backup Coverage Coordinate closely with Program Coordinators, the Program Manager, LMS staff, Reporting Team, developers, and other stakeholders to ensure operational requirements are understood before technical, reporting, or configuration work begins.
• Support shared mailbox monitoring and triage, ensuring inquiries are routed, documented, and resolved or escalated in a timely manner.
• Maintain and update email templates, learner‑facing guidance, internal process documents, and frequently asked questions as requirements change.
• Develop productive working relationships with ACS divisions, external agencies, supervisors, approvers, and provider contacts.
• Provide backup coverage for Prevention Onboarding, Foster Care onboarding, and other recruitment and enrollment functions during peak periods, staff absences, and high‑volume outreach cycles.
• Perform other related duties and special projects assigned.

Qualifications:

• An Associate's degree; a Bachelor's degree is preferred.
• At least two (2) years of full‑time experience working in a professional environment.
• Demonstrated experience using computerized data management systems Data entry and generating reports Strong attention to detail Experience supporting learning programs, workforce development, onboarding, recruitment, or professional‑development initiatives.
• Experience using Cornerstone Learning Management System or another learning management system.
• Familiarity with learner enrollment, course registration, completion tracking, roster management, and learner communications.
• Experience working with reporting tools, eligibility lists, data‑cleaning processes, or operational dashboards.
• Experience using shared inboxes, customer‑service ticketing systems, communication trackers, or issue logs.
• Knowledge of government operations, child welfare, human services, or public‑sector training programs.
• Experience supporting multi‑agency or multi‑stakeholder initiatives.
• Familiarity with SCORM‑based online learning, online assessment platforms, or learning‑technology workflows is a plus.

Location:

110 William Street, Lower Manhattan, NY

Please note: Candidates must be authorized to work in the United States on a continuous basis. Sponsorship is not available for this position.

Pay Range: $45,000 - $55,000

RFCUNY Employee Benefits and Accruals

Equal Employment Opportunity Statement

The Research Foundation of the City University of New York is an Equal Opportunity/Affirmative Action/Americans with Disabilities Act/E-Verify Employer. It is the policy of the Research Foundation of CUNY to provide equal employment opportunities free of discrimination based on race, color, age, religion, sex, pregnancy, childbirth, national origin, disability, marital status, veteran status, sexual orientation, gender identity, genetic information, marital status, domestic violence victim status, arrest record, criminal conviction history, or any other protected characteristic under applicable law. The Research Foundation of The City University of New York (RFCUNY) is a nonprofit educational corporation founded in 1963 to provide post‑award fiscal and administrative support for CUNY’s research and sponsored programs. RFCUNY’s services allow CUNY researchers, faculty, and staff to focus on their intellectual curiosity and scientific discoveries, on projects and programs that serve our local and global communities, proposing concrete solutions to society’s most pressing challenges. RFCUNY serves as a fiscal agent and works closely with all the CUNY campus Grants Offices to perform the core functions of post‑award financial management for CUNY research projects and sponsored programs. These functions include legal assessment and signing of agreements where RFCUNY is named as a fiscal agent; setting up award accounts; preparing sub‑awards and assisting PIs in monitoring the work of the recipients of sub‑awards; supporting project directors with hiring and managing research project and sponsored program staff; supporting the purchasing and paying for goods and services with grant and program funds; managing financial aspects of projects including accounts receivable, financial reporting, invoicing, budget monitoring, and cost compliance with uniform guidance; ensuring that sponsor financial requirements are met; monitoring compliance with applicable project and financial management rules and laws; supporting the management of independent and external audits and financial reviews; and providing data, information, management expertise, and other supports to CUNY’s research and sponsored programs.