Participant Specialist (Part-Time)

Department: Southwest Region MIWDI
Reports To: Program Technician
Effective Date: 7/20/2026
FLSA Status: part-time hourly (non-exempt)
Affiliation: – (up to 24 hours per week)
Work Location: Kalamazoo, MI 

Position Summary

The Participant Specialist (part-time) provides operational, administrative, compliance, and participant support services to ensure the effective delivery of workforce development programs throughout the Southwest Michigan region. This position serves as a critical operational resource by supporting participant file management, documentation, compliance activities, state reporting systems, program implementation, and daily program operations. The Participant Specialist works collaboratively with program staff to maintain accurate records, support monitoring activities, ensure regulatory compliance, and assist with implementation of workforce development initiatives.

Essential Duties and Responsibilities

Program Operations

• Coordinate and manage participant follow-up activities in accordance with grant requirements.
• Assist staff with participant communication and case support activities.
• Support day-to-day program operations to ensure efficient service delivery.
• Complete assigned administrative and operational tasks to support regional workforce programs.
• Provide operational support during periods of high workload or staffing transitions.

Documentation and File Management

• Maintain organized participant files in accordance with organizational policies and funding source requirements.
• Ensure participant documentation is complete, accurate, and audit ready.
• Organize electronic and physical records to support program compliance.
• Monitor documentation for completeness and communicate deficiencies to appropriate staff.

Data Management and Reporting

• Enter and maintain participant information within the OSMIS (One-Stop Management Information System).
• Verify data accuracy and completeness within state reporting systems.
• Generate reports and assist with data validation activities.
• Support performance tracking and program reporting requirements.

One-Flow Implementation

• Assist with implementation of the One-Flow case management system.
• Maintain participant records within One-Flow following implementation.
• Support staff with system navigation, record management, and operational processes.
• Participate in training and continuous improvement activities related to One-Flow.

Administrative Support

• Prepare reports, correspondence, forms, and program documentation.
• Maintain organized program files and tracking systems.
• Coordinate document routing and record retention activities.
• Assist with scheduling, meeting preparation, and operational logistics as assigned.

Team Collaboration

• Work collaboratively with Career Coaches, Training Coordinator, Program Technical staff, and leadership.
• Provide support across multiple workforce development initiatives as operational needs require.
• Participate in staff meetings, training sessions, and continuous improvement activities.

Minimum Qualifications

• Associate degree in business administration, Human Services, Workforce Development, Public Administration in closely related field.
• Equivalent combinations of education and relevant experience may be considered.

Experience

• Two (2) years of administrative, program support, workforce development, or compliance experience preferred.
• Experience maintaining confidential participant records with data management systems preferred.
• Experience supporting grant-funded programs is highly desirable.

Compensation & Benefits
The hourly pay rate is a fixed, non-negotiable rate of $21.50 to $27.00 and commensurate with professional-level responsibility within a Michigan-based nonprofit organization under 100 employees.
Benefits include comprehensive health insurance, vision insurance, dental insurance, life insurance, 401(k), and a pension plan.