Intake Coordinator - South Gates, NY - Full-Time, Days

Lifetime Assistance – Intake Coordinator

Make an Impact. Create Joy. Shape the Future.

At Lifetime Assistance, our mission is to foster independence, dignity, and respect for individuals with intellectual and developmental disabilities. Working with us goes beyond just a job—it’s a chance to transform lives, including your own.

Position Overview

Job Title: Intake Coordinator

Location: Rochester, NY

Department: Residential Services, Operations

Reports To: Associate Director of Operational Support

Employment Type: Full-Time, Non-Exempt

Pay Range: $25.00–$26.00 per hour

Why Should You Work for Lifetime Assistance?

• No-Premium Health Insurance: Access comprehensive healthcare without added cost.
• Education Support: Tuition assistance, scholarships — 50% off tuition for two courses per semester plus up to $3,000 scholarship per semester — plus micro-credential stipends up to $750 and SUNY partnerships.
• Paid Training & Coaching: Receive hands-on onboarding with a Success Coach, immersive learning, e-learning, and ongoing paid training.
• Career Growth: Clear pathways to advancement, leadership training, and coaching support.
• Work-Life Harmony: Generous paid time off and supportive scheduling.
• Join a Caring Culture: Be part of a compassionate, mission-driven team that values every person — both those we support and our employees alike.
  
  

Your Core Responsibilities

Referral & Intake Coordination

• Review residential referrals and their supporting documentation to ensure they meet OPWDD and agency requirements.
• Guide individuals, families, and referral sources through the intake and admissions process, answering questions and communicating next steps.
• Coordinate intake meetings, admission timelines, and required documentation to support smooth residential transitions.
  
  

Collaboration & Communication

• Partner with OPWDD, Care Coordination Organizations, hospitals, rehabilitation centers, and other community providers.
• Work closely with residential leadership, clinical teams, day services, transportation, and other internal departments to evaluate referrals and prepare for admissions.
  
  

Documentation & Compliance

• Maintain accurate referral, admission, discharge, guardianship, and placement records within the agency’s electronic health record system.
• Identify missing or incomplete information and work with the appropriate teams to resolve documentation needs.
  
  

Tracking, Training & Support

• Track referral and intake activity, prepare reports, and help identify opportunities to strengthen the admissions process.
• Provide guidance to staff on intake procedures, documentation requirements, and related electronic systems.
• Participate in meetings, training, and other projects that support the agency’s mission and Residential Services.
  
  

What You Bring

Education & Experience

• A bachelor’s degree in Human Services, Social Work, or a related field and at least two years of relevant experience is preferred.
• A degree is not required for candidates with four to five years of directly related experience as an Intake Coordinator or in a comparable intake and referral-management role.
• Experience in intellectual and developmental disabilities, human services, or residential services is preferred.
• Familiarity with OPWDD regulations, Certified Residential Opportunities processes, benefits coordination, residential placement, and intake timelines is highly desirable.
  
  

Skills & Experience

• Strong written and verbal communication skills.
• Ability to explain complex policies, procedures, and regulatory requirements clearly.
• Professionalism, empathy, discretion, and sound judgment when navigating sensitive circumstances.
• Strong organization, time management, follow-through, problem-solving, presentation, and facilitation skills.
• Ability to build positive relationships and collaborate across departments and with external partners.
• Proficiency with electronic health record systems, data management, documentation, and reporting.
  
  

Additional Requirements

• May be required to meet Lifetime Assistance’s Vehicle Operator Requirements and have access to a safe and reliable vehicle for work-related transportation.
• Must successfully complete all background checks, clearances, and training required for the position.
• Must be able to lift, transfer, and/or move up to 50 pounds.
• May be required to complete OPWDD SCIP-R Level II training and demonstrate competency in physical-intervention techniques.
  
  

Our Mission & Culture

• Mission-Driven Work: Empowering individuals to live with independence and purpose—here, your work truly matters.
• Inclusive & Supportive: A workplace built on respect, dignity, and a shared vision of inclusion.
• Community Impact: Join efforts that reflect Lifetime Assistance’s dedication to community partnerships and enhanced quality of life for all.
  
  

Are You Ready to Begin?

If you’re a compassionate leader ready to take the next step in your human services career, apply today and join us in building lives of independence—one person at a time.

Equal Opportunity Employer

Lifetime Assistance is proud to be an Equal Employment Opportunity employer. We celebrate diversity and are committed to inclusive hiring practices without regard to race, religion, gender, age, disability, or other protected characteristics.

“I am part of something bigger… Being a Lifetime Assistance employee means everything to me.”

— Kimberly C, Family Coordinator of Community Services, celebrating her 30th year with us