Job Description

THIS IS A NON-CIVIL SERVICE POSITION

CITY OF BALTIMORE, DEPARTMENT OF HUMAN RESOURCES

Emerging Talent Operations Assistant – Operations Assistant II (NCS)

Salary Range:

The Emerging Talent Operations Assistant provides administrative, operational, and programmatic support for apprenticeships and other workforce development initiatives. This role assists with participant onboarding, recordkeeping, compliance documentation, employer engagement activities, scheduling, reporting, and general program coordination. The ideal candidate is highly organized, detail-oriented, customer-focused, and able to manage multiple priorities in a fast-paced environment. This position reports to Apprenticeship Administrator / Chief, Office of Recruitment.

Key Responsibilities

Program Administration

• Assist in the day-to-day administration of apprenticeship, internship, and fellowship programs.
• Maintain accurate participant, employer, and program records in databases and tracking systems.
• Support apprentice enrollment, onboarding, orientation, and completion processes.
• Prepare and process program documentation, contracts, agreements, and forms.
• Monitor file completeness and maintain compliance with organizational and regulatory requirements.

Operations Support

• Coordinate meetings, workshops, training sessions, and special events.
• Schedule appointments and communications with apprentices, employers, training providers, and partners.
• Track program milestones, deadlines, and participant progress.
• Assist with data collection, reporting, and performance metrics.
• Support process improvement initiatives to enhance program efficiency and participant experience.

Customer Service & Stakeholder Engagement

• Serve as a primary point of contact for apprentices, employers, and training partners.
• Respond to inquiries via phone, email, and in-person interactions.
• Provide information regarding program requirements, policies, and available resources.
• Assist with recruitment, outreach, and engagement activities as needed.

Compliance & Reporting

• Maintain confidential participant records in accordance with organizational policies.
• Assist in compiling reports for internal leadership, funding agencies, and regulatory bodies.
• Support audits, monitoring reviews, and compliance checks.
• Ensure timely and accurate entry of program data.

General Administrative Duties

• Prepare correspondence, reports, presentations, and meeting materials.
• Maintain office files, supplies, and documentation.
• Provide administrative support to the Apprenticeship Operations Manager and broader program team.
• Perform additional duties as assigned.

MINIMUM QUALIFICATIONS

Required Qualifications

• High school diploma or equivalent.
• Minimum of 1–2 years of administrative, operations, customer service, or program support experience.
• Strong organizational and time-management skills.
• Excellent verbal and written communication abilities.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Ability to maintain confidentiality and handle sensitive information.
• Strong attention to detail and accuracy.

Preferred Qualifications

• A college degree is preferred; however, equivalent experience in administration, workforce development, education, human resources, or program coordination will be considered.
• Associate's or Bachelor's degree in Business Administration, Human Resources, Education, Public Administration, Workforce Development, or a related field.

• Experience supporting apprenticeship, workforce development, training, education, or human resources programs.
• Familiarity with data management systems and reporting tools.
• Experience working with diverse populations and external stakeholders.

KNOWLEDGE, SKILLS AND ABILITIES

• Organization and prioritization
• Attention to detail
• Customer Service Orientation
• Problem-solving skills
• Collaboration and teamwork
• Adaptability and flexibility
• Data entry and record management
• Professional communication
• Initiative and accountability

Physical Requirements

• Prolonged periods of sitting and computer work.
• Ability to occasionally lift and move materials up to 20 pounds.
• Occasional local travel may be required for meetings, events, or recruitment activities.

ADDITIONAL INFORMATION

Background Check

Eligible candidates under final consideration for appointment to positions identified as positions of trust will be required to complete authorization for a Criminal Background Check and/or Fingerprint must be successfully completed.

Probation

All persons, including current City employees, selected for this position must complete a 6-MONTH mandatory probation.

Baltimore City Government is an Equal Employment Opportunity Employer, and we are committed to a workplace that values diversity, equity, and inclusion. The City of Baltimore prohibits discrimination on the basis of race, color, religion, age, sex, ancestry, creed, national origin, disability status, genetics, marital status, military service, sexual orientation, gender identity/expression or any other characteristic protected by federal, state or local laws. Applicants requiring accommodations during the hiring process should contact the Department of Human Resources directly. Do not attach your request for accommodation to the application.

BALTIMORE CITY IS AN EQUAL OPPORTUNITY EMPLOYER