Description

Aspire is seeking a dynamic Program Admissions Specialist to be the primary contact for individuals seeking our services and to manage the intake and onboarding process. This pivotal role ensures a smooth transition into our programs by delegating tasks and maintaining continuous progress. Responsibilities include acting as a liaison between state case management organizations and Aspire personnel, providing consistent communication, screening referral packets, coordinating with external care providers and families, completing funding documentation, and project managing the entire intake process. The Specialist will be available across our Academy North (Waukegan), Academy South (Hillside), and Shannon Center (Hillside) locations at least three days a week.  

We offer:

· Salary $50,000 per year

· Sign-on bonus of $3,000 (Paid out in two installments)

· Referral bonuses

· Paid training

· Retirement plan with matching contributions

· Health and insurance benefits

· Paid time off benefits

· And more! (see benefits list below)

Position Summary:  

The Program Admissions Specialist serves as the primary contact for people seeking Aspire’s services and the project manager of the intake and onboarding process. The role is pivotal in driving the intake and orientation process, ensuring a smooth transition into our programs and services by delegating onboarding tasks, and following up to ensure continuous progress. The responsibilities include acting as a liaison between state case management organizations and Aspire personnel, including Pre-Admission Screening (PAS) agencies, Individual Service and Support Advocacy (ISSA) agencies, Individual Service Coordination (ISC) workers, and Division of Rehabilitation Services (DRS) workers. The responsibilities also include providing regular and consistent communication, screening referral packets, coordinating with external care providers and families, completing and submitting preliminary funding documentation, and project managing the intake process from start to finish, delegating tasks to those appropriate. The Program Admissions Specialist needs to be available to team members and potential Aspire service and support recipients across our geographies, which requires at least three days a week in our Academy North (Waukegan), Academy South (Hillside), and Shannon Center (Hillside).

Position Responsibilities: 

The following represents the primary position responsibilities, but other related duties may be assigned to meet the organization's needs. 

Intake and Onboarding Coordination:

• Project manages the referral intake process, including conducting initial screenings, gathering relevant information, delegating tasks, and following up to keep the process moving appropriately. 

Collaboration and Communication:

• Liaise with external and internal care providers, families, and other stakeholders to ensure seamless coordination of services. Maintain open lines of communication to provide updates on progress, milestones, and next steps, as well as address any concerns or questions throughout the intake and orientation process. 

Documentation and Record-Keeping:  

• Maintain accurate records of intake assessments, orientation sessions, and client interactions. Ensure compliance with all relevant policies, procedures, and regulations. 
• Complete and submit funding documentation for prospective Aspire service and support recipients. 

Quality Improvement Reporting:

• Establish quality standards and performance metrics to evaluate the effectiveness of the intake and onboarding process.
• Monitor and assess key performance indicators (KPIs) to ensure compliance with standards and identify opportunities for improvement.
• Prepare and present status reports, dashboards, and presentations to senior management as needed. 

Risk Mitigation:

• Engage with prospective Aspire service and support recipients to understand their needs, challenges, and preferences.
• Build rapport and establish relationships to foster trust and credibility with all prospective Aspire service and support recipients. 

Process Improvement:

• Analyze existing intake and onboarding processes to identify areas for improvement and optimization.
• Develop and implement strategies to streamline workflows, enhance efficiency, and enhance the overall client or customer experience. 

Reporting to this Position: None 

Requirements

Required Education & Experience: 

• Bachelor's degree in project management, social work, psychology, or other human service-related field 
• 4 years experience preferred. 
• Proven experience in intake coordination, or similar roles within a social services or non-profit organization. 

Additional Licensing/Certifications: 

• Valid driver’s license with good driving record 

Required Skills, Knowledge & Abilities: 

• Strong organizational and multitasking skills, with the ability to manage multiple projects and priorities simultaneously. 
• Excellent communication and interpersonal skills, with the ability to effectively collaborate with cross-functional teams and stakeholders. 
• Excellent time management and task prioritization skills, managing their schedule to ensure consistent and timely communication to both internal and external entities.
• Strong interpersonal skills and the ability to establish rapport with individuals from diverse backgrounds. 
• Analytical mindset with the ability to analyze data, identify trends, and make data-driven decisions. 
• Action-oriented mindset, with a focus on outcomes and KPIs. 
• Ability to work collaboratively in a team environment and independently with minimal supervision. 
• Compassionate, empathetic, and culturally sensitive approach to interactions. 

Preferred Skills, Knowledge & Abilities: 

• Proficiency in project management tools and software, such as Microsoft Project, Asana, or Trello. 
• Knowledge of best practices in intake and onboarding processes, customer relationship management (CRM), and client/customer retention strategies. 
• Proficiency in Microsoft Office Suite and ability to learn and navigate electronic record-keeping systems. 
• Experience with case management as an Illinois Qualified Intellectual Disabilities Professional (QIDP) 
• Demonstrated commitment to ongoing learning and professional development in the field of disability support. 

Voted as one of the 101 Best and Brightest Companies to work for in Chicago!

We know that Together, We’re Better!

Aspire was founded in 1960 and is recognized as a leader in providing bold, pioneering, and uncompromising services to adults with developmental disabilities, their families, and the community. In 2019, we joined forces with NorthPointe Resources to be one of the most recognized and respected disability service providers across the Chicago metropolitan area, Lake County (Illinois), and southeastern Wisconsin areas.

Full Time Benefits (regularly schedule to work more than 37 1/2 hours per week)

• Health Insurance
• Benefit Time (Vacation, Sick, Personal)
• 13 Holidays
• 403(B) Retirement Savings Plan with matching contribution
• Disability Insurance
• Life Insurance
• Employee Assistance Program (EAP)
• Voluntary Insurances available

Aspire’s priority is keeping our team members and participants healthy and safe. PPE is provided and regular cleaning and disinfecting regiments are followed to maintain a safe work and living environment. Hand sanitizer is available throughout our facilities.

Aspire is an equal employment opportunity employer and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Aspire is committed to providing access, equal opportunity, and reasonable accommodation for applicants with disabilities so that an applicant may complete the essential functions of a position. The essential functions of positions are outlined in a position’s job description. To request an accommodation or if you have a question regarding what the essential functions of a position are please contact the People Team at 708.632.5502.