Class Support Coordinator - Fire Service Institute

Class Support Coordinator – Illinois Fire Service Institute

The Illinois Fire Service Institute (IFSI) is seeking a highly organized and detail‑oriented Class Support Coordinator to join our team. IFSI is the statutory State Fire Academy for Illinois and trains more than 60,000 first responders annually.

The Class Support Coordinator is responsible for planning, coordinating, and executing the business and administrative logistics required for successful course delivery ies include class setup, student enrollment, prerequisite verification, certification processing, contract coordination, invoicing, budgeting, and record‑keeping, as well as support for special events.

At IFSI, we value growth and collaboration. Within 3 months you’ll:

• Become familiar with IFSI’s vision, mission, and operations.
• Meet stakeholders and understand the role of class support.
• Learn course budgeting, enrollment, and support tasks.
• Know who to ask regarding support questions.
• Calculate costs for special course delivery.
• Understand our enrollment application, “Sparkey.”

Within 6 months you’ll:

• Understand end‑to‑end course delivery.
• Learn about certifying agencies.
• Gain insight into event support, course costing, and collaboration with subject‑matter experts.
• Handle questions and build relationships with peers.

Within 9 months you’ll:

• Be autonomous in routine daily tasks.
• Use Sparkey confidently.
• Manage course setup through close‑out.

Within 12 months you’ll:

• Work independently in most job aspects.
• Know the appropriate contacts for tasks.
• Provide effective support to students and staff.
• Understand the Class Support role within IFSI.
• Enjoy your work.

• Prepare materials for class proposals, contracts, and student records; enter data into the IFSI database accurately.
• Review, certify, and file documents during enrollment, attendance, and certification to meet accreditation standards.
• Communicate with students, staff, and external organizations about prerequisites and course requirements.
• Verify student eligibility through reports and coordinate with state agencies.
• Schedule classes, enter budgets, and update registrations in the database.
• Generate contracts for signatures and track execution progress.
• Support invoicing by closing courses and providing documentation.
• Notify students of class status changes and manage outbound communications.
• Enter students and create events in the State Fire Marshal certification portal.
• Help develop budgets and costings for contract courses.
• Maintain calendars to track daily site activities.
• Provide front‑desk operations backup.
• Perform additional related duties as assigned.

• Support course offerings for industry partners, including budget development and logistics.
• Reconcile payroll, travel, and other expenses to correct funding sources for accurate invoicing.
• Assist with invoicing by providing documentation and addressing questions.

• Collaborate with program administrators to plan schedules, course needs, and logistics for special events such as:
• Fire College
• Fire Academy
• Winter Fire School
• Explorer Cadet School
• Veterans in the Fire Service Event
• Manage administrative and logistical processes for special event course offerings.
• Provide onsite or remote support during events as needed.
• Reconcile payroll, travel, and other expenses for accurate invoicing.

• Bachelor’s degree.
• At least 3 years (36 months) of experience in program coordination with databases or administrative systems.

• Experience in fire service training, emergency response education, or related fields.
• Knowledge of fire service mission, certification requirements, and training program structures.
• Familiarity with state or national fire certification bodies and administrative processes.

• Strong analytical, creative, and problem‑solving skills.
• Self‑motivation and discipline to set and achieve goals.
• Positive, professional, and customer‑focused attitude.
• Ability to manage multiple priorities, meet deadlines, and maintain accuracy in a fast‑paced environment.
• Team and…