Intake and Administrative Coordinator

Position Title: Intake and Administrative Coordinator

Service Area: Ignite Child Development Services

FLSA Status: Non-exempt

POSITION SUMMARY:
The Intake Specialist & Administrative Assistant is responsible for managing the complete intake process for new clients, including responding to initial inquiries, collecting and organizing required documentation, coordinating clinical evaluations, and securing necessary authorizations. This position also represents Ignite Child Development Services in the community, promoting our mission and ensuring a positive first impression for prospective families.

This role is essential in supporting client access to care by screening prospective families, coordinating administrative workflows, and assisting with operational projects. The ideal candidate will be highly organized, compassionate, and detail-oriented, with strong communication skills and a proactive, problem-solving mindset. The ability to work in a fast-paced, dynamic environment while maintaining accuracy and professionalism is key to success in this position.

EDUCATION and/or EXPERIENCE:

• High school diploma or equivalent required; Associate's or Bachelor’s degree preferred

• Prior experience in Applied Behavior Analysis is required (preferably as a BCBA or BT)

• Experience or familiarity with revenue cycle management, including prior authorizations and payer communications is a plus

• Proficiency with email, phone systems, spreadsheets, social media platforms and electronic health records (EHR) or CRM tools

• Bilingual (English/Spanish) a plus

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Satisfy all required background checks and comply with the company's drug free workplace policy

• Be software and computer proficient. Have knowledge and ability to effectively and comfortably use technology, including all Google Office products

• Must be available to answer incoming calls from 8:30am CST to 4:30pm CST Monday through Friday

• Exceptional written and verbal communication skills with a client-centered approach

• Strong attention to detail with the ability to effectively manage competing priorities and deadlines

• Proficiency with email, phone systems, spreadsheets, social media platforms and electronic health records (EHR) or CRM tools

• Excel at relationship building; both internal and external

ESSENTIAL DUTIES AND FUNCTIONS:

Includes the following and other duties as assigned by supervisor.

Key Responsibilities:

Intake & Client Onboarding

• Respond to inquiries from prospective clients, families, and agencies with timely, compassionate, and informative communication

• Conduct preliminary screenings to assess program fit based on client needs and staff capacity

• Coordinate intake workflows, including evaluation scheduling, document collection, language support, and family onboarding

• Maintain accurate records and track progress through the intake process using referral tracking systems and client management tools

• Follow up with all families, including those who do not enroll, to ensure closure and positive rapport

• Maintain and update intake-related forms and materials, such as the Ignite Welcome Packet and Parent Handbook

• Collaborate with clinical and operational teams to ensure smooth transitions into services

• Foster and maintain strong relationships with referral sources and community partners

• Share relevant client feedback and care needs with Regional Directors and other team members

• Proactively improve intake and customer service workflows through technology, systems, and process refinement

Administrative, Operational, and Communication Support

• Assist with documentation needs for authorizations, prescriptions, credentialing, and payer requirements.
• Manage and distribute incoming mail, files, reports, and checklists—ensuring they are routed appropriately and accessible to relevant team members
• Support internal projects such as policy implementation, process audits, and system updates
• Coordinate scheduling, material preparation, and data organization for meetings and company-wide initiatives
• Contribute to marketing efforts by helping draft, schedule, and organize social media content aligned with Ignite’s brand
• Assist with gathering and curating stories, images, and updates for outreach purposes

Work from Home Expectations

This is a remote position. Candidates must demonstrate the ability to work independently, stay organized, and manage time effectively in a virtual environment. Additional expectations include:

• Reliable high-speed internet and a quiet, distraction-free workspace during scheduled hours

• Regular use of a phone for intake calls, follow-ups, and internal communication

• Professional phone presence and responsiveness during business hours

• Proactive communication with supervisors and team members across platforms (e.g., email, Google Chat/Meet, Zoom)

• Adherence to privacy and confidentiality standards in remote settings

POSITIVE WORKING ENVIRONMENT:

• Respect and honor diversity (race, religion, marital status, age, sexual orientation, color, creed, national origin, and abilities)

• Treat all co-workers with respect and in a manner that will promote teamwork, productivity and positive working environment

• Represent the organization in a professional manner at all times

• Work collaboratively with others to accomplish goals and/or assigned tasks

• Meet expected outcomes or let supervisor know of any needed direction, support or resources to ensure attainment of expected outcomes

• Participate fully, positively and productively in meetings to assist in achieving the desired outcomes of the meeting

• Inform colleagues of important information that will assist in providing quality services

• Follow dress code guidelines to provide an appropriate role model and to represent quality services

• Adhere to internal company policies and procedures as well as external rules and regulations established by governing bodies or contracting customers

HOURS AND EXPECTATIONS;

• This position is a non-exempt, hourly position

• Must be available Monday through Friday 8:30 am to 4:30 pm

• This position operates in a professional office role. This role routinely uses standard office equipment such as computers, phones, and fax applications.

OTHER DUTIES:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.