Centralized Intake Coordinator/Specialist

Centralized Intake Coordinator/Specialist

 Modification may be made upon final selection

Position Summary-  

The Centralized Intake Coordinator is UCAN's primary point of contact for placement and service referrals from the Illinois Department of Children and Family Services (DCFS) — including the Centralized Matching Team (CMT), Clinical Intervention for Placement Preservation (CIPP), and placement/emergency teams — as well as other referral sources. The Coordinator receives, screens, and triages incoming referrals; matches the needs of children, youth, and families to current openings across UCAN's program hubs; and partners with program intake specialists to coordinate admission once a match is identified. This role maintains real-time visibility into vacancy and capacity across UCAN's continuum of care and serves as the connective point between referring agencies and UCAN programs.

Essential Duties & Responsibilities

• Serve as the single, centralized point of intake for DCFS and external referrals, ensuring prompt acceptance/deflection decisions within required timeframes (typically within two business days).
• Screens all incoming calls and referral packets for the foster care Program, including emergency referrals.

·       Conducts intake interview and Completes intake reviews and presents to management during weekly intake meetings.

·       In consultation with treatment teams and external parties as needed, makes recommendations to management regarding intake.

·       Arranges pre-placement interviews for referrals that are being considered.

·       Is available for initial placement visit in the home.

·       Conducts all follow-up on all referrals until admission, including both internal and external communication.

·       Completes all required intake and consent forms at admission.

·       Liaison to DCFS Deputy Director’s Office as regards to referrals and openings.

·       Explores and participates in identifying and recruiting new referral sources.

·       Participates in residential program staffing for client transitions.

• Receive and review referral packets and supporting documentation (e.g., CFS 1452 series, clinical assessments, case history) for completeness, accuracy, and eligibility.
• Screen and triage referrals against program eligibility, level of care, licensing requirements, and current capacity across UCAN's program hubs (foster care, residential/therapeutic youth home, transitional and independent living, therapeutic day school, counseling, and teen parenting services).
• Match children, youth, and families to appropriate vacancies based on clinical and behavioral needs, level of care, geography, demographics, and availability.
• Maintain and continuously update a centralized vacancy and capacity tracker across all program hubs so placement decisions reflect real-time openings.
• Communicate acceptance, deflection, or hold decisions to referring caseworkers and supervisors, and document the rationale and outcome for each referral.
• Hand off matched referrals to the appropriate program intake specialist and coordinate the logistics of admission, scheduling, and placement.
• Track and report referral pipeline metrics — volume, source, acceptance and deflection rates, and time-to-placement — and surface trends and capacity gaps to leadership.
• Build and maintain strong working relationships with DCFS staff (CMT, CIPP, permanency and placement teams) and other referral partners.
• Ensure all intake activity complies with DCFS rules and procedures, licensing standards, confidentiality requirements (HIPAA), and UCAN policy.
• Maintain accurate, timely records in UCAN's intake systems and applicable state databases.

Coordination & Collaboration

This is an individual contributor role with no direct reports. The Coordinator owns the front end of the referral process — intake, screening, and matching — and works in close partnership with program intake specialists, who lead placement coordination once a match is confirmed. Effective handoffs, shared visibility into capacity, and consistent communication between the Coordinator and program teams are essential.

Qualifications

Education & Experience

• Bachelor's degree in social work, human services, psychology, or a related field required.
• Two or more years of experience in child welfare, foster care, residential, or social services — ideally in intake, admissions, placement, or case coordination.
• Working knowledge of Illinois DCFS systems, rules, and placement/matching processes (CMT, CIPP, levels of care) strongly preferred.

Knowledge, Skills & Abilities

• Strong organizational skills; able to triage and prioritize a high volume of referrals under time pressure.
• Sound clinical and case judgment to match needs to the appropriate level of care.
• Excellent written and verbal communication; delivers clear, timely decisions to external partners.
• Comfort building data trackers; proficient with spreadsheets, databases, and Microsoft Office.
• High attention to detail and discretion with confidential information.
• Collaborative, solutions-oriented approach across teams.

Additional Requirements

• Successful completion of all required background checks (including DCFS/CANTS and fingerprinting).
• Valid driver's license and reliable transportation if travel between sites is required.