Key Responsibilities and Required Skills for Vocational Workforce Coordinator

🎯 Role Definition

The Vocational Workforce Coordinator designs, delivers, and coordinates workforce development programs that connect job seekers to career pathways. This role combines case management, employer engagement, curriculum coordination, program compliance (including WIOA and grant-funded programs), and performance reporting to ensure measurable employment outcomes and strong employer partnerships. Ideal candidates are skilled in outreach, career coaching, data tracking, and multi-stakeholder collaboration.

📈 Career Progression

Typical Career Path

Entry Point From:

Career Services Specialist or Job Developer
Case Manager or Employment Specialist
Educator or Training Instructor with employer engagement experience

Advancement To:

Workforce Development Manager / Program Manager
Director of Career Services or Employer Partnerships
Grants Manager or Strategic Partnerships Lead

Lateral Moves:

Employer Relations Specialist
Apprenticeship Coordinator
Adult Education Program Coordinator

Core Responsibilities

Primary Functions

Develop, coordinate, and implement vocational training programs and career pathway services that align with regional labor market demand, employer skill needs, and programmatic funding requirements to increase participant placement and retention rates.
Conduct individualized intake assessments and create customized employment plans (IEPs) for participants, using career assessments, skills inventories, and barriers analysis to set measurable milestones and actionable job readiness goals.
Build and maintain strategic employer partnerships across priority industries to secure work-based learning opportunities, internships, apprenticeships, job orders, and direct hire pipelines that lead to sustainable employment for program participants.
Provide intensive case management and career coaching, including job search assistance, resume and interview preparation, workplace soft-skills training, and follow-up retention services to support participants through placement and into employment stabilization.
Manage participant recruitment and outreach efforts—presenting at community events, workforce centers, partner agencies, and referral sources—while maintaining targeted recruitment metrics and documentation.
Coordinate training calendars, schedule instructors, secure classroom and virtual training venues, and procure program materials and certifications required for occupational licensing or credential attainment.
Administer participant eligibility determination, enrollment, and exit processes in compliance with funding source rules (e.g., WIOA, TANF, SNAP E&T, grants), ensuring accurate intake documentation and audit-ready case files.
Track, maintain, and enter participant data into Management Information Systems (MIS/CRM), ensuring accurate, timely performance reporting for funders, internal stakeholders, and federal/state compliance requirements.
Monitor program performance using defined metrics (placement rate, retention at 30/60/90 days, credential attainment, wage progression) and prepare regular performance reports, dashboards, and narratives for program leadership and funders.
Develop and deliver employer-facing recruitment events, hiring fairs, and onsite interviews; coordinate logistics, promote events, and follow up with employers to secure job placements and continuous hiring opportunities.
Facilitate occupational and soft skills workshops (e.g., resume writing, interviewing, digital literacy, financial literacy, workplace communication) tailored to participant needs and employer expectations.
Serve as the primary liaison between training providers, community colleges, vocational schools, and third-party instructors to align curriculum, certifications, and schedules with program and labor market needs.
Manage program budgets and small grants related to training incentives, supportive services (transportation, childcare), or employer wage subsidies; track expenditures, process invoices, and ensure fiscal compliance.
Coordinate and document participant supportive services and referrals (transportation assistance, childcare, housing, mental health, substance use services) to remove barriers that impede participation and job placement.
Conduct labor market and sector analyses to identify high-growth occupations, local employer hiring trends, and competency gaps; use findings to inform program design and employer engagement strategies.
Develop Memoranda of Understanding (MOUs) and formal partnerships with community-based organizations, workforce boards, and educational institutions to expand referral networks and integrated service delivery.
Ensure quality assurance and continuous improvement by conducting regular file audits, participant and employer satisfaction surveys, and implementing corrective action plans to address gaps in service delivery or documentation.
Lead or participate in grant proposal development and reporting by drafting program narratives, outcomes targets, and budget justifications tied to workforce initiatives and employer partnerships.
Supervise or mentor junior staff, interns, or work-study students; provide training on case management best practices, MIS data entry, employer engagement, and participant coaching techniques.
Coordinate transportation, on-site safety, and work-site orientation logistics for occupational training and employer-hosted internships or apprenticeships to ensure compliance with safety and accessibility requirements.
Represent the organization at workforce boards, industry consortiums, and community planning meetings to advocate for workforce solutions, secure employer commitments, and raise program visibility.
Develop and maintain recruitment pipelines for priority populations (veterans, justice-involved individuals, youth, individuals with disabilities), using targeted outreach strategies and partnerships to improve equitable access to employment services.

Secondary Functions

Maintain and update resource and employer databases; create targeted employer lists for sector-specific recruitment campaigns and track employer engagement outcomes.
Support ad-hoc performance data requests, prepare weekly or monthly KPI summaries, and collaborate with monitoring staff during audits and site visits.
Contribute to program marketing and SEO-optimized content for web pages, social media, and outreach materials to attract participants and employers to training cohorts.
Assist with curriculum development by compiling competency matrices, aligning learning objectives with employer skill standards, and coordinating third-party credentialing processes.
Participate in team planning meetings, contribute to strategic program improvements, and help streamline enrollment and referral workflows across partner agencies.
Coordinate follow-up surveys and longitudinal outcome tracking to document long-term employment success, wage growth, and credential maintenance for continuous program evaluation.

Required Skills & Competencies

Hard Skills (Technical)

Workforce program coordination and case management systems (experience with WIOA, TANF, SNAP E&T program rules).
Proficiency with Management Information Systems (MIS), CRMs, or case management databases (e.g., CalJOBS, AJB, Salesforce, Efforts to Outcomes).
Strong data collection, reporting and KPI monitoring skills; ability to prepare performance dashboards and funder reports.
Labor market research and interpretation of occupational demand data (e.g., EMSI, O*NET, BLS).
Training coordination and curriculum alignment with industry-recognized certifications and credentialing processes.
Budget tracking for program funds, supportive services, and small grants; familiarity with procurement and invoice processing.
Experience coordinating apprenticeships, internships, on-the-job training (OJT), and work-based learning agreements.
Advanced Microsoft Office skills (Excel for data analysis, Word, Outlook, PowerPoint) and basic comfort with virtual training platforms (Zoom, Teams).
Knowledge of employer engagement strategies, hiring processes, and developing business services plans.
Grant writing and reporting experience; ability to draft narratives, outcomes, and budget justifications.

Soft Skills

Exceptional interpersonal and relationship-building skills for building trust with employers, participants, and community partners.
Strong communication and presentation ability to deliver workshops, employer briefings, and stakeholder reports.
High level of organization and project management capability to coordinate multiple cohorts, deadlines, and funding requirements.
Problem-solving and creative thinking to design individualized solutions that remove employment barriers.
Cultural competency and sensitivity in working with diverse populations, including trauma-informed approaches.
Resilience, adaptability, and the ability to manage ambiguity in fast-changing labor markets.
Coaching mindset with motivational interviewing and strengths-based counseling techniques.
Attention to detail and strong compliance-focused mindset for audit-ready documentation.
Team collaboration and leadership skills for mentoring staff and coordinating cross-agency initiatives.
Time management and prioritization to balance outreach, case management, and reporting responsibilities.

Education & Experience

Educational Background

Minimum Education:

Associate degree in Human Services, Business, Education, or related field; or high school diploma with relevant professional experience in workforce development or case management.

Preferred Education:

Bachelor’s degree in Workforce Development, Human Services, Social Work, Public Administration, Education, Business Administration, or related field.
Certifications in career development, workforce coaching, or program management (e.g., NCDA, PMP, or equivalent) are a plus.

Relevant Fields of Study:

Workforce Development, Career and Technical Education, or Vocational Training
Human Services, Social Work, or Counseling
Business Administration, Public Administration, or Nonprofit Management
Education, Adult Education, or Occupational Studies

Experience Requirements

Typical Experience Range:

2–5 years of experience in workforce development, program coordination, job development, or participant case management.

Preferred:

3–5+ years coordinating vocational training programs, employer engagement, or managing grant-funded workforce initiatives; demonstrable experience with WIOA programs, employer relations, and MIS reporting.