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Position title:  Intake Coordinator
Reports to:  Director, Administration
FLSA status:  Non-exempt

Summary:  The Intake Coordinator supports the mission of the SpArc Services by coordinating the referral and intake process of all SpArc Services programs ensuring a steady pool of appropriate candidates and increasing program census.

Position Responsibilities:

Intake Coordination

  • Coordinates the referral and intake process for SpArc Services programs
    • Provides resource information and assistance to families, support coordinators or other providers seeking programs for those under their care.
    •  Responds to all inquiries, answers telephone inquiries, email requests, in person inquiries within 24 hours of their receipt.
    • Enters and maintains referral/intake information using database and provides periodic reports to supervisor.
    • Maintains all records in accordance with program standards and regulatory requirements.
    •  Processes referrals, including reviewing applications, interviewing program candidates and their families, preparing intake and admission packets, confirming funding eligibility, and determining the program best suited for the person with disabilities.  Addresses and documents any special concerns/needs of the family, provider or program candidate.
    • Coordinates the intake process with program specialist for follow up and program admission.
    • Supports the individual, family and involved providers throughout the admission process to ensure a timely and smooth admission and process.  Conducts facility tours with individuals and their families.
    • Participates in ISP meetings to ensure individual service needs are included.
  • Represents the different SpArc programs and is able to accurately explain program elements to individuals, families, and other stakeholders.  Stays abreast of any program changes that may impact individual placement decisions.
  • Models positive customer service skills and the core competencies of the organization.
  • Identifies trends in service requests, individual needs or new programs that may impact SpArc programs ability to remain competitive in the provider community.  Is knowledgeable of community resources and other programs that may overlap in services provided.
  •  Works closely with marketing staff to ensure messaging is aligned to participant needs, support coordinator interest and funder expectations.
  • Participates as a key member of the peer review team in ongoing meetings to address participant issues.

Partnerships and Collaborative Relationships

  • Develops and maintains relationships with funders, support coordinators, families, and other stakeholders to ensure program referrals.
  • Effectively market the program to existing and new funders, family members and other stakeholders.
  • Maintains positive and transparent relationships with all monitoring agencies.  Provides information, responds to requests, promptly and thoroughly responds to all individuals, family, funder and other stakeholder concerns.
  • Conducts and participates in informational presentations to community based organizations and groups regarding SpArc programs, referral and intake process.  Maintains a network of contacts to help identify and source qualified applicants.  Positively and professionally represents SpArc at appropriate venues.

Qualifications:

  1. Bachelor’s degree preferred; Associates Degree or 60 credits from an accredited college and university with 4 years experience working with people with intellectual and developmental disabilities. 
  2. 2 -3 years prior experience working directly with people with intellectual and developmental disabilities.
  3. Strong assessment skills and ability to translate assessment results into service plan.
  4. Clear criminal and child abuse history, medical, and drug screen.  Valid driver’s license.
  5. Must demonstrate effective communication skills with people from diverse backgrounds; able to present in small and large groups, effective written communication skills. 
  6. Solid customer service skills.
  7. Strong computer skills.
  8. Ability to coordinate the work of others involved in the referral and assessment process.
  9. Ability to translate regulations into practice.  Knows the importance of effective record keeping.
  10. Ability to form and maintain effective partnerships with all stakeholders.
  11. Effectively problem solve with the ability to proactively address issues preventing escalation.
  12. Requires self-direction, independence, good time management, organization skills, attention to detail including prioritization.
  13. Demonstrated ability to handle multiple projects and details simultaneously.  Ability to work well under pressure and flexibility to respond to changing priorities, unplanned events or emergencies.

Physical Environment/Working Conditions:

Routine office environment.  May be required to drive a van, lift and/or physically support individuals independently or with other staff.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

How to Apply:

All applicants should view our website www.sparcphilly.org, and submit a copy of their cover letter and resumé to HR@sparcphilly.org with a subject line of "Intake Coordinator."

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