Admissions Coordinator

Admissions Coordinator

National Center on Institutions and Alternatives Inc - Baltimore, MD 21244

Position Summary

The Admissions Coordinator position supports NCIA's DDA programs by coordinating referral inquiries, intake activities, application review, outreach efforts, and vacancy support. This role serves as a professional, compassionate, and organized point of contact for prospective referrals, families, referral partners, case managers, and internal program teams. The position requires strong interpersonal and communication skills, excellent attention to detail, sound judgment, confidentiality, cultural sensitivity, professionalism, and the ability to work effectively with diverse populations while using database systems, Microsoft Office, and other technology to support accurate and timely admissions activities. The position helps ensure that referrals and admissions are managed in accordance with organizational policies, applicable requirements, and person-centered service expectations.

Essential Responsibilities and Core Competencies

• Program Vacancy Support: Support efforts to fill vacancies across DDA programs through timely referral follow-up, coordinated outreach, collaboration with internal stakeholders, and creating a referral pipeline by building lasting partnerships with internal and external referral sources.
• Initial Contact and Inquiry Management: Respond promptly to inquiries from prospective referrals, families, and referral sources, providing clear, compassionate, and accurate information about programs, services, and admission requirements.
• Application Review and Processing: Review completed applications against eligibility criteria, verify documentation, and ensure all required materials are received and authenticated before forwarding information to case management and program teams.
• Admission Interviews and Assessments: Coordinate and participate in interviews, assessments, tours, or related intake activities in collaboration with interdisciplinary teams.
• Event Coordination: Organize and participate in recruitment and outreach events, including information sessions, program tours, community fairs, and other community engagement activities.
• Recordkeeping and Data Management: Maintain accurate and confidential admission records, applicant history, referral activity, and program placement information in the organization's designated systems.
• Interdepartmental Liaison: Collaborate with program staff, case managers, finance, and administrative teams to support timely communication and a seamless transition for admitted individuals.
• Compliance and Policy Support: Follow applicable policies, legal requirements, confidentiality standards, and best practices related to referrals, admissions, documentation, and service delivery.
• Marketing and Outreach: Assist with distributing promotional materials, conduct routine community outreach to potential and previous referral sources, and maintain positive relationships with referral partners.
• Communication Considerations: Adapt communication, materials, and processes to support the needs of individuals with developmental disabilities and their support teams.
• Maintain accurate records, reports, and documentation as required.
• Communicate professionally and effectively with internal and external stakeholders.
• Perform other duties as assigned that are consistent with the scope and purpose of the position.

Qualifications

Physical Requirements

This position requires the ability to remain stationary for extended periods; move throughout the work area; bend, kneel, crouch, reach, walk, jog, or run as applicable; operate standard office equipment and technology; communicate effectively; and occasionally lift, carry, push, or pull up to 20 lbs. The role may require travel to program sites, referral partner locations, community events, or related meetings. These requirements are necessary to perform the essential functions of the position, with or without reasonable accommodation, in accordance with applicable law.

Position Requirements

• Bachelor's degree in education, social work, human services, or a related field; or commensurate experience.
• Two or more years of experience in admissions, referral coordination, program coordination, education administration, human services, or a related field. Marketing or outreach experience preferred.
• Understanding of confidentiality requirements, HIPAA, HCBS, DDA waiver programs, and applicable admissions or service-delivery standards preferred.
• Must be able to successfully complete a criminal background check, fingerprinting, and drug screening.
• Valid Maryland Driver's License with less than 3 points, if driving is required for the position.
• Full-time schedule with flexibility to accommodate referral sources, admissions activities, events, site visits, and occasional travel.