2661-Admissions Coordinator

Job Description

Job Description

Admissions Coordinator

Department:  Strategic Development

Reports To:  Vice President of Business Development

Location:  Hybrid

Hours: 8:00 am – 4:00 pm

Compensation: $60,000-$65000/annually

Position Summar:

The Admissions Coordinator serves as the central point of contact for admissions and enrollment inquiries across First Children Services’ therapeutic education services. This role facilitates the admissions process by coordinating referrals from school districts, families, and educational partners, ensuring timely communication, accurate documentation, and a seamless experience from initial inquiry through placement. The Admissions Coordinator works collaboratively with school leadership, district representatives, and internal teams to support appropriate student placements and ensure every inquiry receives a clear, timely, and professional next step.

Why this role matters

The Admissions Coordinator is often the first voice of First Children Services. How that first conversation goes shapes whether a family gets connected to care, whether a district chooses FCS, and whether a partner thinks of us for the next student. By seeing the full picture of every inquiry, this role turns single requests into lasting, multi-service relationships.

Key Responsibilities

Centralized Access & Intake

• Serve as the centralized intake hub for all incoming inquiries to FCS via phone, email, website submissions, and referrals.
• Respond to every inquiry promptly, professionally, and with empathy, meeting established response-time standards.
• Conduct structured intake conversations to gather, verify, and document accurate information about the student, family, or district need.
• Screen inquiries against program eligibility and inclusionary/exclusionary criteria, and route them to the appropriate admissions, clinical, or program team for determination.
• Own each inquiry from first contact through handoff, tracking follow-ups, next steps, and outcomes so no inquiry is lost.
• Coordinate warm handoffs to program teams, ensuring families and districts know who they will hear from and when.

Inside Sales & Cross-Referral (One First Children)

• Identify each caller's immediate and underlying needs, and match them to the FCS service line or combination of services best suited to support them.
• Recognize and act on cross-referral opportunities, such as connecting a district inquiring about an APSSD placement to in-district mental health or behavioral services, or a clinic family to school-based supports.
• Present FCS as one connected organization, clearly explaining how our programs work together across the continuum of care.
• Convert inquiries into enrollments, placements, and service agreements by guiding callers confidently through next steps and addressing questions or hesitations.
• Nurture open and pending inquiries through consistent, relationship-first follow-up.
• Maintain a working pipeline of leads and opportunities in the CRM, including status, service line, source, and expected next action.

Partnership with Business Development

• Work hand-in-hand with the Vice President of Business Development to align on priorities, growth targets, and cross-selling strategy.
• Pass qualified district and partner opportunities to Business Development with complete context for timely follow-up.
• Participate in regular pipeline reviews, sharing what callers are asking for, where gaps exist, and where FCS has room to grow.
• Support Business Development's partner retention efforts, including introductions at admission and scheduled check-ins with districts and families.
• Contribute to a consistent, unified FCS message so that every district and family hears the same story about who we are and what we offer.

FCS Service Line Expertise

• Develop and maintain expert-level knowledge of every FCS service line, including eligibility criteria, funding sources, referral pathways, capacity, and current openings.
• Stay current on program changes, new service offerings, and census needs across all sites and programs.
• Serve as an internal resource for staff on how to connect students and families to other FCS services.
• Collaborate closely with Admissions, Clinical, Education, and Program Directors to ensure accurate information and continuity of care.

Data, CRM & Reporting

• Enter, track, and manage all inquiries, leads, and outcomes in the company CRM system with complete and accurate documentation.
• Maintain compliant, confidential records in line with FERPA, HIPAA, and FCS policy.
• Monitor and report on inquiry volume, sources, service line demand, conversion rates, and cross-referral activity.
• Provide leadership with insights on trends, unmet needs, and growth opportunities.
• Help refine intake workflows, scripts, and standards as the Access Center grows.

How Success Is Measured

• Response time to new inquiries.
• Inquiry-to-enrollment and inquiry-to-placement conversion rates.
• Number and quality of cross-referrals generated across service lines.
• Completeness and accuracy of CRM records and pipeline data.
• Quality of handoffs and satisfaction of families, districts, and internal teams.

Qualifications

• High School Diploma required; associate or bachelor’s degree preferred.
• Minimum of 2 years of experience in inside sales, admissions, intake, customer relations, or a related role.
• Experience in education, behavioral health, social services, or case management is highly desirable.
• Demonstrated ability to build rapport quickly and guide conversations toward a clear outcome.
• Experience with CRM systems (HubSpot preferred) and managing a pipeline of leads.
• Excellent verbal and written communication skills, with a warm, professional, and confident demeanor.
• Strong organizational and time-management skills, with a high level of attention to detail.
• Ability to learn, retain, and clearly explain detailed information about multiple programs and services.

Preferred Skills & Attributes

• Consultative selling approach; listens first, then connects needs to solutions.
• Comfort handling sensitive or confidential information with discretion.
• Ability to manage high-volume inquiries calmly and efficiently.
• Goal-oriented and motivated by growth, conversion, and results.
• Strong problem-solving skills and sound judgment about when to escalate.
• Collaborative, team-oriented mindset that thrives in close partnership with leadership.
• Mission-driven and passionate about supporting children, families, schools, and communities.

Benefits:

Our benefit package includes medical, dental, and vision plans, vacation/sick pay, life insurance, short & long-term disability, access to EAP and discount plans, 401(k) retirement plan, and employee referral bonus plan. 

Who we are:  

First Children Services is comprised of a dedicated team of professionals committed to providing the very best services day in and day out. We integrate a variety of effective techniques along with family involvement to achieve optimum results. At First Children Services, children and their families with the most extraordinary challenges are met with compassion, dedication and determination.

EEO: First Children Services is an equal opportunity employer and provider. Our agency prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. 

First Children Services is committed to being an Equal Employment Opportunity (EEO) Employer and offers opportunities to all job seekers including individuals with disabilities.  If you need a reasonable accommodation to assist with your job search or application for employment, email us at View email address on ziprecruiter.com. In your email, please include a description of the specific accommodation you are requesting as well as the job title and requisition ID number of the position for which you are applying.