Program Coordinator

PROGRAM COORDINATOR

Energy Efficiency Workforce Development

Location: Grand Rapids

Work Model

Employment Type

Michigan

Hybrid

Full-Time

 

Position Summary

The JPI Group is seeking a highly organized and detail-oriented Program Coordinator to support the implementation of an energy efficiency workforce development program in Michigan. This position provides administrative, operational, logistical, employer-engagement, and workforce coordination support to help ensure the effective execution of program activities, including participant recruitment, enrollment, training coordination, contractor and employer engagement, job placement support, and performance reporting.

Working under the direction of the Program Manager, the Program Coordinator is responsible for maintaining accurate program records, coordinating schedules and communications, supporting participant and employer engagement, and tracking program activities against established timelines and deliverables. The role also supports assessment of contractor workforce needs, hiring demand, operational capacity, and barriers that may affect workforce growth or program participation.

Essential Functions and Responsibilities

Program Administration and Coordination

• Support the Program Manager in executing program activities in accordance with established work plans, schedules, contractual requirements, approved objectives, and program procedures.
• Maintain program calendars, implementation schedules, deliverable trackers, action-item logs, and administrative records.
• Coordinate internal and external meetings, prepare agendas and materials, document meeting notes and decisions, and track assigned action items through completion.
• Monitor upcoming deadlines and provide timely updates regarding outstanding activities, risks, and documentation.
• Organize and maintain program files, participant records, employer and contractor records, training materials, and shared project-management systems.
• Assist with preparing presentations, program updates, status reports, executive summaries, and other administrative materials.
• Coordinate communications among internal team members, subcontractors, training providers, employers, contractors, workforce partners, and external stakeholders.
• Escalate scheduling conflicts, operational challenges, compliance concerns, and outstanding deliverables to the Program Manager.

Participant Recruitment and Enrollment

• Execute assigned outreach and recruitment activities in accordance with the recruitment strategy established by the Program Manager.
• Coordinate participant referrals from Michigan Works! agencies, community colleges, adult education providers, workforce development organizations, community-based organizations, and other approved sources.
• Respond to prospective participant inquiries and provide accurate information regarding program eligibility, enrollment procedures, training opportunities, and available support services.
• Assist with participant intake, application processing, eligibility verification, enrollment documentation, and onboarding in accordance with established program requirements.
• Schedule participant interviews, orientation sessions, enrollment appointments, and onboarding activities.
• Maintain accurate participant records and update recruitment, referral, eligibility, and enrollment tracking systems.

Training Coordination and Logistics

• Coordinate training schedules and logistical arrangements with approved training providers.
• Schedule in-person, virtual, and hybrid training sessions as directed by the Program Manager.
• Prepare and distribute training materials, enrollment confirmations, reminders, schedules, and program announcements.
• Maintain participant attendance records and track training progression, completion, credential attainment, and related milestones.
• Coordinate participant access to learning management systems and other approved training resources.
• Communicate scheduling changes, attendance concerns, and training-related issues to the Program Manager and appropriate training partners.
• Collect participant feedback, training evaluations, and related documentation.
• Maintain organized training records and supporting documentation for program reporting, monitoring, and audits.
• Assist with coordinating graduation activities, credential distribution, and other training milestones, as applicable.

Employer and Contractor Engagement

• Provide administrative, operational, and logistical support for employer and contractor engagement activities established by the Program Manager.
• Build and maintain professional relationships with participating employers, energy efficiency contractors, skilled trades businesses, workforce partners, training providers, manufacturers, distributors, utilities, trade associations, and other approved stakeholders.
• Maintain employer and partner contact lists, engagement records, site-visit records, and follow-up schedules.
• Coordinate employer and contractor meetings, site visits, listening sessions, information sessions, recruitment events, job fairs, and structured capacity assessments.
• Assist with distributing approved program information and outreach materials to employers, contractors, and community partners.
• Schedule employer participation in training activities, work-based learning opportunities, interviews, recruiting activities, and job-placement initiatives, as applicable.
• Document employer feedback, workforce needs, hiring opportunities, candidate requirements, and participant employment outcomes.
• Track assigned employer-engagement activities and provide timely updates to the Program Manager.
• Support ongoing communication with energy efficiency contractors, HVAC companies, utilities, trade associations, manufacturers, distributors, and other industry partners.
• Communicate the value of available program resources in a practical, credible, and service-oriented manner.

Employer Workforce and Capacity Assessment

• Gather information regarding contractor business models, workforce structures, project pipelines, growth goals, and barriers that may affect hiring or program participation.
• Support assessment of whether participating contractors can realistically absorb additional program-related work based on documented workforce and operational capacity.
• Identify current and anticipated hiring demand, including occupations, wages, schedules, required credentials, geographic needs, and proposed hiring timelines.
• Develop and maintain employer profiles and job success profiles that document workforce requirements and factors associated with employee success and retention.
• Identify incumbent-worker training, credentialing, advancement, and supervisory-development needs.
• Document barriers that may include recruiting, retention, credentials, training, supervisory capacity, human resources practices, cash flow, back-office capability, sales, project management, access to capital, and workforce availability.
• Translate documented employer demand into clear and actionable hiring requirements for internal teams and workforce partners.
• Coordinate with workforce placement and retention staff, implementation partners, training providers, and other approved program stakeholders.
• Support evaluation of whether an employer need may be addressed through recruiting, training, contractor enablement, technical assistance, or another available intervention.

Data Management and Performance Reporting

• Enter and maintain accurate participant, training, employer, contractor, and program-activity data in designated tracking systems.
• Monitor and update performance trackers related to recruitment, referrals, eligibility, enrollment, attendance, training completion, credential attainment, employer engagement, placement, and retention outcomes.
• Collect and organize supporting documentation from participants, employers, contractors, training providers, and program partners.
• Identify missing or incomplete information and coordinate timely follow-up with appropriate stakeholders.
• Prepare draft weekly, monthly, quarterly, and other required program reports for review by the Program Manager.
• Maintain organized documentation to support contractual reporting, compliance reviews, monitoring visits, and audits.
• Provide timely updates regarding data discrepancies, missing records, outstanding reporting requirements, and performance risks.
• Support the preparation and maintenance of performance dashboards, program status updates, and data-informed recommendations.
• Follow applicable program guidelines, contractual requirements, data privacy and security practices, records-retention requirements, and organizational policies.

Outreach and Event Coordination

• Coordinate logistics for recruitment events, community information sessions, webinars, employer meetings, and industry-engagement activities.
• Assist with preparing and distributing approved program announcements, flyers, email communications, presentations, and other outreach materials.
• Manage event registration, attendance tracking, participant communications, and follow-up activities.
• Coordinate meeting spaces, virtual meeting links, presentation materials, accessibility needs communicated through the designated process, and other event resources.
• Maintain outreach activity logs and document engagement results.
• Support communication with community organizations, workforce development partners, employers, and contractors throughout Michigan.
• Represent the program professionally at recruitment events, community meetings, employer convenings, contractor visits, training activities, and partner events as assigned.

Stakeholder Communication and Collaboration

• Build productive working relationships across internal teams and external organizations without relying on direct authority.
• Listen actively, ask effective questions, and respectfully elevate differing perspectives or missing information when needed.
• Communicate program milestones, employer and participant needs, opportunities, risks, and proposed solutions clearly to the Program Manager and appropriate stakeholders.
• Maintain consistent follow-through on requests, referrals, commitments, and agreed next steps.
• Protect confidential participant, employer, and program information and share information only for legitimate business and program purposes in accordance with approved procedures.

Required Qualifications

• Associate degree or bachelor's degree in business administration, workforce development, education, public administration, human resources, economic development, construction management, or a related field, or an equivalent combination of education, training, and relevant experience.
• A minimum of two years of experience in program coordination, administrative support, workforce development, education, employer services, contractor engagement, training coordination, or a related field.
• Demonstrated experience coordinating multiple activities, maintaining records, and managing competing deadlines.
• Strong organizational skills and attention to detail.
• Experience supporting participant services, recruitment, training programs, employer engagement, contractor engagement, or community-outreach activities.
• Proficiency in Microsoft Office applications, including Excel, Word, PowerPoint, Outlook, and Teams.
• Experience entering, maintaining, and reviewing data in spreadsheets, databases, applicant-tracking systems, customer-relationship systems, or program-management systems.
• Strong written and verbal communication, active listening, problem-solving, and follow-through skills.
• Ability to communicate effectively and professionally with participants, employers, contractors, training providers, workforce organizations, and community partners.
• Ability to work independently while following established program procedures and direction from the Program Manager.
• Ability to maintain confidentiality and handle sensitive participant, employer, and program information appropriately.
• Current residency in the State of Michigan and ability to travel throughout Michigan as required.
• Ability to perform the position’s essential functions with or without reasonable accommodation.

Preferred Qualifications

• Experience supporting workforce development programs, particularly those related to energy efficiency, clean energy, construction, employer services, or skilled trades.
• Familiarity with Michigan’s workforce development ecosystem, including Michigan Works! agencies, community colleges, adult education providers, and community-based organizations.
• Knowledge of energy efficiency occupations, including HVAC, heat pumps, weatherization, energy auditing, building science, electrical trades, and building performance.
• Experience supporting utility-sponsored or publicly funded workforce development programs, contractor networks, or trade ally programs.
• Familiarity with participant intake, eligibility verification, training coordination, employer engagement, employment placement, and retention activities.
• Experience working with individuals or communities facing barriers to employment.
• Experience supporting small businesses or contractors with workforce, operational, supervisory, or capacity-building needs.

Core Competencies

• Highly organized, dependable, detail-oriented, and service-oriented.
• Builds professional relationships and establishes credibility with participants, employers, contractors, and partners.
• Comfortable in office, training, contractor-shop, employer-site, and field environments while following applicable safety requirements.
• Understands or demonstrates an ability to learn skilled trades and small-business workplace cultures.
• Listens actively and asks thoughtful, practical questions.
• Demonstrates professional persistence, responsiveness, accountability, and consistent follow-through.
• Challenges assumptions respectfully and communicates concerns or recommendations clearly.

Work Environment and Travel

• This is a hybrid position based in Michigan, with remote and in-person work determined by program and business needs.
• Potential statewide travel is an essential function of the role and may include employer and contractor locations, training sites, partner offices, community events, and client meetings.
• Occasional evening, early-morning, or overnight travel may be required based on scheduled program activities.
• Work arrangements and schedules may be adjusted to meet operational, client, contractual, or program requirements.

Physical Requirements and Reasonable Accommodation

The position requires the ability to perform the essential functions described in this job description, with or without reasonable accommodation. The JPI Group will consider reasonable accommodation for qualified applicants and employees with disabilities in accordance with applicable law. Travel-related and in-person duties are subject to the same accommodation process.

Equal Employment Opportunity

The JPI Group is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, creed, national origin, ancestry, age, sex, pregnancy, sexual orientation, gender identity or expression, height, weight, marital status, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law. This commitment applies to recruitment, hiring, placement, promotion, compensation, training, transfer, leave, discipline, termination, and other terms and conditions of employment. The JPI Group is committed to fostering an inclusive workplace and encourages qualified candidates from diverse professional backgrounds to apply.

Job Description Disclaimer

This job description describes the general nature and level of work expected for this position. It is not intended to create a contract for employment or to be an exhaustive list of all duties, responsibilities, qualifications, key performance indicators, or performance expectations. Duties and expectations may be added, removed, or modified based on legitimate business, client, contractual, or program needs, consistent with applicable law. Employment with The JPI Group remains subject to applicable company policies and governing law.