Assistant Program Manager, USJP (63816)

Position: Assistant Program Manager - Urban Senior Jobs Program

Department: Center for Workforce Development

Reports to: USJP, Program Manager 

Classification: Professional, Full-time

FLSA Status: Exempt

The USJP Assistant Program Manager serves as a core programmatic and operational assistant to the Program Manager, dedicated to advancing the employment success of seniors within the Louisville Urban League. This role is a vital liaison, coordinating the full lifecycle of the USJP—from participant and Host Agency recruitment to job placement and retention.

The Assistant Program Manager is responsible for hands-on administration, including assisting with applicant intake, conducting orientation sessions, and maintaining meticulous program records and budget accountability. A key function is monitoring and supervising participants assigned to Host Agency placements, requiring close collaboration with supervisors to ensure adherence to Skill Development Plans and to identify necessary support services.

Success in this role demands strong problem-solving, motivational, and communication skills, as well as the ability to drive strategic planning and partnership development with government, non-profit, and workforce officials. 

Duties and Responsibilities

 Essential Daily  Functions 

1. Serves as the primary liaison between LUL, program participants, and non-profit/government Host Agencies to secure partnership agreements and ensure effective training activities.
2. Coordinates the recruitment efforts of both participants and host agencies to meet applicable performance measures.
3. Assist Program Manager with the delivery group and/or one-on-one information (pre-intake) and enrollment applications and orientation sessions to potential participants. 
4. Monitors participants enrolled in training at host agencies, working closely with agencies on enhancing participant skills and ensuring compliance with participant Skill Development Plans and supervisor evaluations. 
5. Supervises, monitors, and assists participant staff in assessing participants' skills attained through host agency training assignments to determine their growth, and recommends rotation, transition, or other moves when appropriate. 
6. Identifies needed support services to maximize participants' employment success. This may include LUL integrated services in health, financial empowerment, or other services to overcome barriers to employment. 

Planning 

1. Assists in developing and managing short and long-range plans for USJP, including such initiatives as Senior Tech, Job Club, Health & Education Program integration, etc.
2. Plans and documents Host Agency site visits (including formal monitoring visits), the validation of program eligibility, and data input to ensure that the project meets all performance measures and requirements. 
3. Seeks input from all referral sources to identify new Host Agencies--both not-for-profit and government agencies, to enrich USJP placements. 
4. Plans large participant events such as employer networking opportunities, community resource fairs and special programming as determined by the Program Director. 

Monitoring and Administration

1. Assists in assigning tasks to the USJP on-site team and ensures the quality of work assigned.
2. Supports Program Manager with linkages with state and local workforce and aging organizations and officials, and actively forges and develops relevant partnerships. 
3. Assists in designing and delivering effective employment placement services, technical 
   1. assistance, and training to USJP trainee staff to enhance and improve program operations. 
4. Is well-versed with LUL, NUL and DOL workforce development policies, grant standards, and required program services. 
5. Develops and enforces LUL policies that are in alignment with grant policies.
6. Aids the Program Manager to monitor and assess programmatic performance
7. Documents program services and activities, as well as program management challenges. 

E.Other Duties as Assigned: The intent of this job description is to provide a representative summary of the primary duties and responsibilities associated with this role. The organization reserves the right to assign additional job-related duties as necessary that may not be specifically outlined in this description. 

Knowledge, Skills and Abilities 

• Strong problem solving and decision making skills are important
• Must be a good multi-tasker, scheduler, time manager and an active listener
• Proven leadership, project management, and motivational skills. 
• Demonstrates ability to initiate, implement, problem solve, and create and implement corrective action plans. 
• Strong computer skills and knowledge of designing spreadsheets and maintaining databases is a plus.
• Must have experience in Google, SalesForce and/or Microsoft Office
• Skilled in writing narrative and technical reports, maintaining program and budget management and accountability, and data analysis techniques. 
• Must have excellent oral and written communication skills and the ability to concisely convey ideas, report data and communicate with other groups and organizations.
• Must have excellent presentation skills and the ability to establish and maintain contacts with a large number of partners. 
• Knowledge of recruiting techniques and strategies
• Must be highly motivated, a self-starter, and exhibit good leadership ability
• Must be available evenings and weekends for programs and agency-related activities. 

Education and/or Experience 

• One to three years of professional experience in non-profit, administrative activities. 
• Workforce development and federal grant experience preferred.
• Bachelor’s Degree in Sociology, Business Administration, or a related field preferred.