YouthBuild Retention & Site Coordinator

Position Summary
The YouthBuild Site & Retention Coordinator is responsible for coordinating the
day-to-day operations of the YouthBuild program site while taking an active role in
participant recruitment, engagement, retention, and program completion.
The position serves as a central point of coordination for daily YouthBuild activities,
ensuring that classes, occupational skills training, leadership development, community
service, career-readiness activities, and other program activities are organized and
operating according to the established schedule.

In addition to site operations, the Site & Retention Coordinator is responsible for
maintaining an active recruitment pipeline, assisting with participant outreach and
enrollment, monitoring participant engagement, identifying early retention concerns, and
working with YouthBuild staff to help participants remain engaged and successfully
complete the program.

The position also assists the YouthBuild Program Director with program purchasing,
purchase requests (PRs), supplies, facilities, scheduling, documentation, and other
day-to-day administrative needs.

The position shall carry out responsibilities consistent with YouthBuild program
requirements and applicable CPSEMO policies and procedures.

Essential Duties & Responsibilities

Daily YouthBuild Site Operations
● Coordinate the daily operation of the YouthBuild program site.
● Ensure scheduled program activities begin and end according to the established
schedule.
● Coordinate classroom instruction, occupational skills training, leadership
development, community service, career-readiness, work-based learning, and
other scheduled activities.
● Monitor daily participant and staff schedules.
● Ensure staff have the information and resources necessary to conduct scheduled
activities.
● Address routine operational issues that arise during the program day.
● Ensure participants and staff follow CPSEMO and YouthBuild policies and
procedures.
● Assist with coordination of transportation, facilities, equipment, supplies, and
other operational needs.
● Identify scheduling conflicts or operational concerns and communicate significant
issues to the YouthBuild Program Director.
● Help ensure the program site is prepared for daily activities, special events,
training, orientations, and other YouthBuild activities.
Program Activity Coordination
● Coordinate the daily integration of YouthBuild program activities.
● Work with instructors to coordinate education and occupational skills training
schedules.
● Coordinate with the Case Manager regarding participant engagement, attendance,
and identified concerns.
● Coordinate with the Employment & Job Developer regarding career-readiness
activities, employer events, work-based learning, and employment-related
activities.
● Support the integration of leadership development and community service into the
participant experience.

● Assist with coordinating hands-on occupational training and other scheduled
activities.
● Ensure scheduled activities support participant educational, occupational,
leadership, and career goals.
● Identify gaps or conflicts between program components and communicate them
to the YouthBuild Program Director.
● Help maintain a consistent and organized participant experience across program
activities.

Participant Attendance, Engagement & Retention
● Monitor daily participant attendance and engagement.
● Identify patterns of absenteeism, tardiness, disengagement, or other concerns
that may affect participant retention.
● Communicate attendance and engagement concerns to the Case Manager and
YouthBuild Program Director.
● Conduct appropriate outreach to participants who are absent, disengaged, or at
risk of leaving the program.
● Follow up with participants after absences or periods of nonparticipation.
● Encourage participants to remain engaged in education, training, leadership,
community service, and career activities.
● Reinforce expectations regarding attendance, punctuality, conduct, participation,
and professionalism.
● Assist the Recruitment & Retention function of the program by identifying
potential retention concerns early.
● Participate in retention meetings and intervention planning when appropriate.
● Work with the Case Manager when a participant's needs require formal case
management or supportive services.
● Document significant retention contacts and interventions as required.
● Support strategies designed to improve participant engagement and successful
program completion.

YouthBuild Recruitment & Outreach
● Support an active YouthBuild recruitment strategy.
● Participate in outreach to schools, community organizations, workforce agencies,
youth-serving organizations, and other appropriate referral sources.
● Assist with community events, career fairs, school presentations, resource fairs,
open houses, and YouthBuild information sessions.
● Promote YouthBuild training opportunities and program benefits to prospective
participants.
● Respond to inquiries from prospective participants.
● Follow up with prospective participants who express interest in YouthBuild.
● Assist with recruitment materials and approved promotional activities.
● Maintain communication with referral sources and community partners.
● Assist with tracking recruitment contacts, referrals, applications, orientations, and
enrollment progress.
● Provide regular recruitment updates to the YouthBuild Program Director.
● Assist with maintaining an adequate applicant pipeline for upcoming cohorts.

Youth Leadership & Community Service
● Assist with coordinating YouthBuild leadership-development activities.
● Support opportunities for participant leadership and youth voice.
● Assist with coordinating community service projects.
● Coordinate schedules, transportation, supplies, staffing, and logistics for
community service activities.
● Encourage participants to take meaningful leadership roles within the program
and community.
● Ensure activities are appropriately documented.
● Assist staff with special YouthBuild events, community activities, graduation, and
other program activities.
Purchasing, PRs & Program Supplies
● Assist the YouthBuild Program Director with routine program purchasing and
administrative needs.
● Prepare and submit purchase requests (PRs) according to CPSEMO procedures.

● Ensure PRs contain accurate descriptions, quantities, vendors, costs, program
purposes, and required supporting documentation.
● Track the status of submitted PRs and communicate outstanding purchasing
needs to the YouthBuild Program Director.
● Assist with maintaining appropriate records related to YouthBuild purchases.
● Monitor routine program supply needs and communicate shortages before they
interfere with programming.
● Assist with maintaining inventories of program supplies, equipment, materials,
and other program resources.
● Coordinate with staff regarding supplies needed for classroom instruction,
occupational training, community service, events, and other activities.
● Ensure purchasing documentation is organized and available for program review
or monitoring.
● Follow all CPSEMO purchasing and financial procedures.
● Immediately communicate purchasing or financial concerns to the YouthBuild
Program Director.

Staff Coordination & Communication
● Work closely with the YouthBuild Program Director, Case Manager, Employment &
Job Developer, instructors, trainers, and other YouthBuild staff.
● Coordinate daily program schedules and activities as assigned.
● Create agendas for and participate in regular YouthBuild staff meetings.
● Provide staff with information regarding schedule changes, upcoming activities,
operational issues, and participant engagement concerns.
● Support communication between instructional, case-management, employment,
recruitment, and administrative functions.
● Identify issues that require administrative intervention and communicate them to
the YouthBuild Program Director.
● Help ensure staff maintain consistency in program expectations and daily
operations.
● Follow up on assigned operational tasks and communicate completion or
outstanding issues.

Performance Expectations
The YouthBuild Site & Retention Coordinator is expected to maintain a well-organized,
safe, productive, and participant-focused YouthBuild site while actively contributing to
recruitment, participant engagement, and retention.

Performance will be evaluated based on the employee's ability to:
● Coordinate effective daily YouthBuild site operations.
● Maintain accurate and organized program schedules.
● Ensure scheduled program activities occur as planned.
● Support the integration of YouthBuild education, occupational skills training,
leadership development, community service, and career-readiness activities.
● Monitor daily participant attendance and engagement.
● Identify and respond to participant retention concerns in a timely manner.
● Support YouthBuild recruitment and maintain an active applicant pipeline.
● Follow up consistently with prospective and enrolled participants.
● Maintain effective communication with YouthBuild staff and community partners.
● Prepare accurate and timely PRs and purchasing documentation.
● Monitor routine program supply and facility needs.
● Maintain a safe, organized, and professional YouthBuild environment.
● Maintain accurate program documentation.
● Support YouthBuild grant compliance and CPSEMO policies.
● Demonstrate professionalism, initiative, organization, accountability, and
follow-through.

Position Accountability
The YouthBuild Site & Retention Coordinator is accountable for the day-to-day
organization and operation of the YouthBuild program site and for providing active
support for participant recruitment, engagement, retention, and successful completion.
The position is designed to provide a clear operational and participant-engagement
function without duplicating the responsibilities of the YouthBuild Program Director,
Case Manager, or Employment & Job Developer.

The Site & Retention Coordinator is primarily responsible for:

SITE OPERATIONS
● Daily program coordination
● Scheduling
● Program logistics
● Facilities and supplies
● PRs and routine purchasing coordination
● Staff communication
● Daily participant engagement

RECRUITMENT & RETENTION
● Outreach
● Applicant follow-up
● Recruitment events
● Orientation support
● Enrollment pipeline
● Participant engagement
● Attendance concerns
● Retention outreach
● Completion support

The position is not responsible for independently performing full case management,
approving program expenditures outside established authority, or serving as the primary
employment placement specialist. Those responsibilities remain with the appropriate
YouthBuild staff members.

The Site & Retention Coordinator will meet weekly with the YouthBuild Program Director
to review:
● Site operations
● Upcoming schedules and activities
● Recruitment activity
● Applicant pipeline
● Participant attendance and engagement
● Retention concerns
● PRs and purchasing needs
● Facilities and supplies

● Staffing or operational concerns
● Program documentation
● Other assigned priorities

This job description outlines the primary responsibilities of the position and does not
limit the employee from performing other duties reasonably assigned by the YouthBuild
Program Director or CPSEMO leadership.