Program Placement and Intake Coordinator- Full-Time, Days

Job Description

Job Description

Lifetime Assistance – Intake Coordinator
Make an Impact. Create Joy. Shape the Future.

At Lifetime Assistance, our mission is to foster independence, dignity, and respect for individuals with intellectual and developmental disabilities. Working with us goes beyond just a job—it’s a chance to transform lives, including your own.

Position Overview:

Job Title: Program Placement and Intake Coordinator
Location: Rochester, NY
Department: Residential Services, Operations
Reports To: Associate Director of Operational Support
Employment Type: Full-Time, Non-Exempt
Pay Range: $25.00–$26.00 per hour

Why Should You Work for Lifetime Assistance?

• No-Premium Health Insurance: Access comprehensive healthcare at no extra cost.
• Education Support: Tuition assistance, scholarships — 50% off tuition for two courses per semester plus up to $3,000 scholarship per semester — plus micro-credential stipends up to $750 and SUNY partnerships.
• Paid Training & Coaching: Receive hands-on onboarding with a Success Coach, immersive learning, e-learning, and ongoing paid training.
• Career Growth: Clear pathways to advancement, leadership training, and coaching support.
• Work-Life Harmony: Generous paid time off and supportive scheduling.
• Join a Caring Culture: Be part of a compassionate, mission-driven team that values every person — both those we support and our employees alike.

Your Core Responsibilities:

Referral & Intake Coordination

• Receive, review, and screen referrals for residential and other agency services, ensuring documentation meets OPWDD requirements and agency criteria.
• Guide individuals, families, and referral sources through the application, intake, and admissions process by answering questions, clarifying requirements, and communicating next steps.
• Coordinate intake meetings, timelines, required documentation, enrollments, service starts, admissions, discharges, and transitions.

Collaboration & Communication

• Partner with OPWDD, Care Coordination Organizations, hospitals, rehabilitation centers, community providers, and other referral sources.
• Collaborate with CRO, Residential Services, program leadership, clinical teams, day services, transportation, application services, and other agency departments to evaluate referrals and coordinate appropriate services.
• Facilitate routine meetings with key stakeholders to review referrals, applications, service opportunities, and current or anticipated program capacity.

Documentation & Compliance

• Maintain accurate referral, application, admission, enrollment, discharge, guardianship, placement, and transition records within the agency’s electronic health record system.
• Confirm that the required documentation is complete, and address any missing or inaccurate information with program staff and referral sources.
• Support documentation and oversight related to certification, decertification, CRO activity, residential transitions, and internal service transitions.

Tracking, Training & Support

• Track and analyze referral and intake activity, prepare reports, and identify opportunities to improve processes and regulatory compliance.
• Provide guidance and training to staff on intake procedures, documentation requirements, and use of the electronic health record system.
• Participate in meetings, training, professional-development activities, and other projects that support the agency’s mission and objectives.

What You Bring:

Education & Experience

• A bachelor’s degree in Human Services, Social Work, or a related field and at least two years of relevant experience are preferred.
• A degree is not required for candidates with 4 to 5 years of directly related experience as an Intake Coordinator or in a comparable intake and referral management role.
• Experience in intellectual and developmental disabilities, human services, or residential services is preferred.
• Familiarity with OPWDD regulations, CRO processes, benefits coordination, residential placements, and intake timelines is highly desirable.
• Experience with electronic health record systems, data management, and cross-departmental coordination is preferred.

Skills & Experience

• Strong written and verbal communication skills, including the ability to explain complex policies, procedures, and regulatory requirements clearly.
• Professionalism, empathy, discretion, and sound judgment when navigating sensitive circumstances, including homelessness, complex medical needs, guardianship, and emergency placements.
• Ability to facilitate difficult conversations, problem-solve barriers to placement, and advocate for appropriate services and supports.
• Strong organizational, time-management, follow-through, presentation, facilitation, and staff-training skills.
• Ability to evaluate available options, solve practical problems, and interpret written and oral directions when instructions are limited.

Additional Requirements

• Must be able to meet Lifetime Assistance, Inc.’s Vehicle Operator Requirements and have access to a safe and reliable vehicle for work-related transportation.
• Must attend and successfully complete all required agency training.

Our Mission & Culture:

• Mission-Driven Work: Empowering individuals to live with independence and purpose—here, your work truly matters.
• Inclusive & Supportive: A workplace built on respect, dignity, and a shared vision of inclusion.
• Community Impact: Join efforts that reflect Lifetime Assistance’s dedication to community partnerships and to enhancing the quality of life for all.

Are You Ready to Begin?

If you’re a compassionate leader ready to take the next step in your human services career, apply today and join us in building lives of independence—one person at a time.

Equal Opportunity Employer
Lifetime Assistance is proud to be an Equal Employment Opportunity employer. We celebrate diversity and are committed to inclusive hiring practices without regard to race, religion, gender, age, disability, or other protected characteristics.

“I am part of something bigger… Being a Lifetime Assistance employee means everything to me.”
— Kimberly C, Family Coordinator of Community Services, celebrating her 30th year with us