Intake and Admissions Coordinator

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

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.

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.

Mutual accountability - Holds others accountable for their roles; provides and receives feedback and takes constructive action.

Client/customer advocate - Identifies opportunities to improve quality of services; presents oneself professionally.

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, Pro Care 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…