What are the responsibilities and job description for the Intake Coordinator position at Midwest Youth Services?
SUMMARY:
The position of Intake Coordinator serves as the first point of contact for all new and prospective clients entering or inquiring about programming through Midwest Youth Services. The Intake Coordinator is responsible for managing the initial intake process, including screening referrals for eligibility, gathering demographic and essential information, and scheduling initial appointments or consultations.
This position plays a vital role in ensuring that clients are informed, welcomed, and connected to appropriate services efficiently and professionally. The Intake Coordinator will serve as a client liaison, guiding families and youth through the intake process, explaining available programming and resources, and ensuring compliance with agency procedures and program requirements.
The primary goals of this position include:
1. Ensuring timely and accurate screening and processing of new referrals.
2. Providing consistent communication and support to clients throughout the intake process.
3. Maintaining accurate and confidential data entry into internal tracking and reporting systems.
4. Promoting a trauma-informed, welcoming environment for all clients and families.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Represent the agency in a professional, positive, and trauma-informed manner at all times.
- Serve as the initial contact for all incoming referrals, inquiries, and new program participants.
- Screen and review referrals for eligibility based on program requirements and criteria.
- Reach out to referred clients or families to collect demographic and preliminary information needed for enrollment.
- Schedule initial intake appointments, assessments, or consultations to ensure prompt service connection.
- Provide clients and families with an overview of programming, resources, and agency expectations.
- Enter client data into appropriate internal tracking software systems accurately and promptly.
- Document all contacts, communications, and intake activities following agency policy.
- Act as a liaison between clients, case managers, and other agency departments to support smooth service coordination.
- Maintain confidentiality and adhere to agency policies and ethical standards in all communications.
- Collaborate with program staff to ensure referrals are distributed and scheduled efficiently.
- Identify and communicate barriers to service engagement to supervisors and assist in problem-solving.
- Participate in agency meetings, trainings, and professional development to support program success and trauma-informed care.
- Participate in the agency’s on-call crisis rotation. The rotation occurs one week at a time, with Fridays off on the crisis week, every 1–2 months depending on staff numbers. The Intake Coordinator must be available to respond to youth and family crises during their assigned rotation period, ensuring consistent and compassionate response in line with agency policy.
- Support community awareness, outreach, and educational activities as assigned.
- Perform additional duties as assigned by the Youth Program Supervisor or Executive Director.