Intake and Admissions Coordinator

Job Description

Job Description

  STATUS:  Full Time 

  JOB TITLE  Intake and Admissions Coordinator  

  FLSA STATUS:  Non-Exempt 

  CUSTOMARY HOURS: 8:30am – 4:30pm  

  HOURS/WEEK: 40 

  DIVISION:  Marillac Social Center and St. Vincent

  DEPARTMENT : Admissions and Client Services 

DIRECT SUPERVISOR : Coordinated Intake and Admissions Administrator 

  DIRECTLY SUPERVISES : None 

Mission

Marillac St. Vincent Family Services strengthens, empowers, and gives voice to those in need – in the Vincentian spirit of service – through education and comprehensive programs to build vibrant communities in Chicago.

Core Values

Our employees commit themselves as individuals to live out the core values of integrity, excellence, creativity, advocacy, respect, and empowerment in our daily work, as we serve the needs of others.

Integrity -  Acting with transparency, humility, and honesty.

Excellence -  Providing quality care with compassion.

Creativity -  Being continuously resourceful and inventive.

Advocacy -  Supporting the cause of those who lack resources   for a reasonable quality of life.

Respect -  Recognizing our own values and   upholding the dignity and value of all people.

Empowerment -  Providing skills and resources to achieve full human development.

  Team Behaviors

1. Versatility – Understanding and appreciating different and opposing perspectives on an issue; adapting one’s approach as the requirements of the situation change; an eagerness for positive action; self-control; active listening.
2. A collaborative work model – Cooperatively working and sharing responsibility; contributing to the group effort; realizing a sense of commitment and ownership in the success of the organization’s goals. 
3. Mutual accountability – Holds others accountable for their roles; provides and receives feedback and takes constructive action.
4. Client/customer advocate – Identifies opportunities to improve quality of services; presents oneself professionally.
5. Protects confidentiality & privacy – Respects and protects information about all staff and clients.

General Summary

Under general supervision of the Coordinated Intake and Admissions Administrator, provide support for the enrollment function of the Child Development program. This includes intake assessments, tracking intake progress, obtaining information from prospective families for the waitlist, managing and coordinating discontinuances, and maintaining child classroom changes. Coordinate and facilitate new family orientations on an ongoing basis. The Intake and Admissions Coordinator will be cross trained on all other administrative functions of the Child Development Admissions & Administrative Services team and will be responsible for filling in when necessary.

  Duties & Responsibilities

1 .Maintain the Child Development Program waitlist. Provide customer service to public inquiries about enrollment in the Child Development Program. Input data to maintain an accurate and up-to-date waitlist. Run reports from the waitlist to determine who is first on the list and who is eligible for the program.     Maintain data fields to ensure necessary information is collected and case note any calls or conversations with families in order to keep records up to date.

2  When notified of a classroom opening, evaluate waitlist families to determine eligibility for enrollment based on priority criteria. Conduct initial interview of families to ascertain interest and eligibility. Work to  maintain classrooms at maximum capacity.

3  Create and maintain all logistical reports and planning needed to meet and exceed annual goals for recruitment. Interact with Child Development Supervisors and coordinated Intake and Admissions  Administrator to determine strategic plan for high and low enrollment seasons.

4. Add and maintain child and client profile in COPA, ProCare and Child +

5  Prepare intake information packets and ensure families are notified of the information requests. Coordinate with families to obtain all necessary information. Handle all administrative tasks related to intake, including:

o Checking all intake forms for proper completion 

o Distributing forms/copies to appropriate departments

o Assessing client eligibility for food program and IDHS subsidy

o Updating computer database and manual files with vital information

o Creating files for new children/families

o Interfacing with Child Development Supervisors and Family Support team for classroom placement

o Interfacing with Dietary department and Nurse to accommodate food restrictions

6   Run reports on monthly classroom lists, including child classroom changes, and distribute to appropriate departments. Track openings in each room and begin intake process for open slots.

7   On a timely basis, notifies appropriate departments of family/child’s discontinuance.

o Secure and file all necessary forms to terminate and close files o If necessary, purge closed files

8. Coordinate and facilitate new family/child orientations. Schedule orientations with incoming families, coordinating with appropriate  departments, including Family Support Services, Child  Development Supervisors and Teachers. Ensure new       families/children are properly oriented to them section and are introduced to the classroom, teachers, and supervisors. 

9.  Conduct Center tours for prospective clients and visitors.

10 .Provide support/coverage on tasks normally conducted by other team members when needed. Cross-training in all Department’s functions is required.

11.  Assist in training new members of Child Development Admissions & Client Services team, as needed.

12.  Perform other duties as assigned by Coordinated Intake and Admissions Administrator, including marketing and outreach campaigns, such as brochures and flyer distribution.

13   Maintain a high level of confidentiality of all information exchanged about clients during enrollment and while clients are enrolled.

14.  Act with integrity and aspire to model our Core Values in the delivery of all services.

15.  Keep files of children and sponsors documents.

16.  Recruiting

17.  Send emails on children when they start the program and when they discontinue the program.

18.  Other duties as assigned

Job Requirements

Experience/Education

Minimum Associates degree, Bachelor’s degree preferred. One year of Administrative and/or customer service experience is a plus. 

  Qualifications 

Excellent organizational skills required in order to manage documentation and record-keeping requirements. Ability to coordinate details, organize procedures, and prioritize assignments. Communication and interpersonal skills to conduct intake interviews, interact professionally with a diverse client population and respect confidentiality requirements. Computer skills including Microsoft Office, Microsoft Access, and Microsoft Excel required. 

Language 

Ability to read and speak English proficiently. Bilingual is a plus. 

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. While performing the duties of this job, the employee is regularly required to talk or hear. 
2. Possess the ability to fulfill and any all office activities normally expected in an office setting, including, but not limited to remaining seated for periods of time to perform computer entry, participating in filing activity, lifting, and carrying office supplies (paper reams, mail, etc.)
3. The employee must occasionally lift and/or move up to 20-25 pounds. 
4. At times, may require more than 40 hours per week to perform the essential duties of the position. 
5. Fine hand manipulation (keyboarding).

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

1. Internal office space. 
2. The noise level in the work environment is usually moderate.