Workforce Operations Specialist-WTCE

About the Role

The Workforce Operations Specialist provides front‑line operational support for Workforce Training and Continuing Education (WTCE) programs at the International Technology, Education, and Commerce Center (ITECC). The role delivers customer service to prospective and enrolled students, assists with student records and compliance processing, handles payments, and supports student outcome tracking. It ensures efficient front‑office operations while supporting enrollment, documentation tracking, and program completion processes.

Responsibilities

• Provides exceptional customer service to students, partners, and the community through walk‑ins, phone calls, and email communication, ensuring timely and accurate responses.
• Serves as primary front‑counter support for WTCE operations at ITECC, assisting applicants and enrolled students with program information, next steps, and general inquiries.
• Assists with the student onboarding process by guiding applicants through documentation requirements, program expectations, and enrollment procedures.
• Supports recruitment and enrollment efforts by assisting with information sessions, campus tours, and follow‑up with prospective students.
• Maintains and organizes student records for WTCE programs, focusing on compliance‑heavy training programs such as Allied Health and Law Enforcement.
• Tracks and verifies required student documentation—including immunizations, CPR certification, background checks, and drug screenings—to ensure eligibility for clinical or externship placement.
• Coordinates with program managers, instructors, and external partners to ensure students meet all compliance requirements prior to placement.
• Identifies incomplete or missing documentation and proactively communicates with students to resolve issues in a timely manner.
• Assists with data entry and maintenance of student records in institutional systems to ensure accuracy and completeness.
• Assists with tracking and maintaining student outcome data, including industry‑recognized certifications, credential attainment, employment outcomes, and continuing education outcomes for WTCE programs.
• Conducts follow‑up communication with students and employers to collect and document employment and certification outcomes in accordance with institutional, grant, and state reporting requirements.
• Maintains accurate records and tracking logs related to student completions, certifications, licensure, and job placement outcomes to support institutional reporting, audits, and workforce performance metrics.
• Processes student payments and serves as point of contact for payment‑related inquiries at ITECC, ensuring proper handling of transactions in accordance with college policies and procedures.
• Provides guidance to students regarding payment options, deadlines, and referrals to appropriate departments as needed.
• Supports coordination of program activities, events, and student engagement efforts as assigned.
• Assists with preparation of reports, tracking logs, and documentation related to enrollment, compliance, and program operations.
• Ensures compliance with all applicable laws, policies, and procedures.
• Completes all required training and professional development sessions sponsored through Texas Southmost College (TSC).
• Supports the values of the College: community, excellence, integrity, service, innovation, and accountability.
• Attends the workplace regularly, reports to work punctually, and follows a work schedule to meet the demands of the worksite.
• Completes duties and responsibilities in compliance with college standards, policies, and guidelines.
• Promotes positive morale and teamwork within the functional unit and provides exceptional customer service to students, faculty, and the community.
• Uses interpersonal skills and makes sound judgments to decide how duties and responsibilities are completed among coworkers, the supervisory chain, faculty, staff, students, and customers.
• Supports the values and institutional goals as defined in the College’s Strategic Plan.
• Participates in the process for systematic review and evaluation per the institutional effectiveness model adopted by the College.
• Works hours that may include evenings, holidays, or weekends depending on program schedules, deadlines, and special events.
• Performs other duties as assigned.

Physical Demands

• Frequently required to stand.
• Occasionally required to walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear; and taste or smell.
• Frequently lifts and/or moves up to 10 pounds; occasionally lifts and/or moves up to 25 pounds.
• Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.