Intake and Client Support Coordinator

Summary of Position

The Intake and Client Support Coordinator ensures an efficient and seamless intake process for all incoming clients. Working in close partnership with the Intake and Client Support Lead, this position will focus on the day-to-day operations of client referrals, meticulous collection of required intake documentation, and providing hands-on assistance to clients throughout the application process. This role is instrumental in ensuring that the first steps in a clients journey with our organization are smooth, informative, and efficient. The Intake and Client Support Coordinator should be detail-oriented, proactive, and deeply committed to client well-being.

Essential Responsibilities:

Day-to-day Referrals Management

1. Receive, review, and track incoming client referrals, ensuring each is addressed promptly.
   

2. Collaborate with the Intake and Client Support Lead to prioritize and manage referral workflows.
   

3. Update and maintain accurate records within the Apricot client management system, ensuring all data entries related to referrals are current and precise.
   

Documentation and Intake Process

1. Diligently collect, review, and organize all required documentation from clients during the intake phase.
   

2. Coordinate with other departments to obtain any necessary supplementary documentation.
   

3. Ensure clients smooth and timely progression through the application process, addressing any potential bottlenecks or challenges.
   

4. Familiarize clients with the application process, addressing questions or concerns and guiding them through each step
   

Client Assistance and Support

1. Act as clients primary point of contact during the intake phase, providing support, answering queries, and offering assistance where needed.
   

2. Collaborate closely with the Intake and Client Support Lead to ensure clients are linked with the appropriate services and programs.
   

3. Offer feedback and suggestions to improve the intake process, ensuring it remains client-centric and efficient.
   

Team Collaboration and Communication

1. Participate in weekly meetings with the Intake and Client Support Lead to discuss referrals, client progression, and potential challenges.
   

2. Liaise with other departmental teams to ensure a holistic approach to client support.
   

3. Stay updated on all program offerings to inform and guide clients during the intake process accurately.
   

Other

1. Adhere to the organizations confidentiality protocols.
   

2. Engage in continuous professional development, staying informed on best practices in intake processes and client support.
   

3. Handle other duties as assigned, demonstrating an ability to work independently and closely with the Intake and Client Support Lead.
   

Preferred competencies:

• Commit to understand deeply and seek to dismantle the systems of oppression impacting communities of color
  

• Value the intrinsic worth of young people and their unlimited potential
  

• Maintain a restorative justice orientation in relationship to staff, partners and participants
  

• Be a self-aware (know your strengths and weaknesses), engaged and adaptable team player
  

• Take ownership of projects, be self-motivated, and practice independent problem solving
  

• Be flexible about changing priorities and manage competing deadlines
  

• Observe the highest level of discretion in protecting confidential information and preserving database security
  

• Practice excellent oral and written communication, especially proactive communication
  

• Exercise a willingness and ability to execute routine administrative procedures and tasks
  

Benefits