Intake Coordinator

Job Title: Intake Coordinator

Department: Camp Hope – Program

Reports To: Program Director (Camp Hope)

FLSA Status: Non-Exempt

Job Summary (About the Role)

The Intake Coordinator is responsible for executing and managing the full intake process for new residents entering Camp Hope. This role ensures all intake procedures, documentation, communications, and system entries are completed accurately, timely, and in full compliance with organizational standards.

The Intake Coordinator serves as the operational gatekeeper for resident onboarding, directly impacting resident experience, interdepartmental coordination, data integrity, and grant compliance. This position requires a high level of accountability, attention to detail, and proactive communication to ensure seamless intake operations and organizational readiness.

Minimum Qualifications

• High school diploma or equivalent required
• Experience in administrative, intake, coordination, or customer-facing role
• Strong organizational and documentation skills
• Ability to manage multiple tasks in a structured environment
• Strong verbal and written communication skills

Preferred Qualifications

• Associate or bachelor’s degree preferred
• Experience in behavioral health, nonprofit, or residential program settings
• Familiarity with case management or data systems 
• Experience working with veteran populations
• Bilingual preferred

Responsibilities

• Conduct and complete 100% of assigned resident intakes during scheduled shifts
• Review Resident Handbook with each resident and ensure understanding of program rules and expectations
• Collect, verify, and upload all required intake documentation (IDs, waivers, photos, forms) into designated systems within 24 hours
• Maintain accurate, complete, and audit-ready records for all intake activities
• Ensure proper labeling and logging of resident property, including vehicles, keys, and electronics
• Send new resident notification emails within 24 hours of intake to appropriate departments
• Communicate anticipated intakes and relevant details to Night Shift staff in advance
• Coordinate with Program, Wellness, Operations, and Clinical staff regarding resident needs and placement logistics
• Maintain full ownership of intake responsibilities and complete all assigned duties during scheduled shifts
• Ensure proper coordination of resident placement with management prior to intake completion
• Accurately document required intake procedures, including screenings and urinalysis
• Maintain confidentiality and proper handling of sensitive resident information
• Identify and escalate documentation errors, omissions, or operational concerns in a timely manner

Skills

• The Intake Coordinator utilizes strong communication skills to interact effectively with residents and internal teams, ensuring clarity and professionalism in all exchanges. Organizational skills are critical for managing multiple intakes, maintaining documentation accuracy, and supporting operational workflows. Attention to detail is essential to ensure all intake documentation is complete, accurate, and compliant with organizational requirements.
• The role requires proficiency with office systems and data management platforms to support documentation and tracking functions. Interpersonal skills are necessary to foster a structured, professional, and supportive intake experience. The ability to demonstrate accountability, initiative, and sound judgment is essential for success in this role.