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Admissions Coordinator

4 weeks ago

Upper Marlboro, United States The Arc Prince Georges County Full time
Job DescriptionJob DescriptionDescription:

POSITION: Admissions Coordinator FLSA CLASSIFICATION: Non-exempt

STATUS: Part-time NORMAL WORKING HOURS/DAYS: M-F;10am-2pm


Position Summary Statement:

Reporting to the Admissions Director, the Admissions Coordinator is tasked with managing the admissions process for transitioning youth and other ancillary services, coordinating special projects, and ensuring the delivery of high-quality support services. The role involves collecting and monitoring data for Charting LifeCourse and person-centered outcomes, following up on referral packets, assisting with the implementation of the Charting the LifeCourse Framework and Tools, and conducting a 90-day post-admission survey; This position has no direct reports.


At The Arc personal choice means:

C – Collaborating with the individual to meet their goals

H – Having a Humanistic perspective and approach

O – Using your keen Observation skills to guide and mentor

I – Inclusion in the community by actively getting out and involved

C – Community/Citizenship involvement

E – Enhancing the life of the individual


Qualifications:

  • Bachelor’s degree in Education, Psychology, or a related field.
  • Knowledge of DDA waiver services and community resources for people with intellectual and developmental disabilities.
  • Experience working with transitioning youth and coordinating special projects is a plus.
  • Fluency in Spanish language is an advantage.
  • Excellent communication and interpersonal skills.
  • Strong organizational and problem-solving abilities.
  • Proficient in Microsoft Office Suite and virtual meeting platforms.
  • Strong customer service skills.
  • Excellent communication and customer relations.
  • Strong organizational and time management skills.
  • Proficiency in admissions software and databases.
  • Ability to work in a fast-paced environment.
  • Attention to detail and ability to handle multiple tasks simultaneously.

Position Responsibilities:

1. Transition Coordination:
The coordinator works collaboratively with program staff and various stakeholders, such as schools, families, Coordination of Community Services (CCS) agencies, and the Developmental Disabilities Administration (DDA) to manage the Transitioning Youth intake process. The goal is to ensure a smooth transition for the youth into adult services by addressing challenges and providing support throughout the process.


2. Admissions Coordination:
The coordinator assists the Director of Admissions and Quality Systems in the admissions process from the initial inquiry to enrollment. This includes:

  • Responding to inquiries from prospective participants and their families.
  • Providing detailed information about the programs and services available.
  • Scheduling and conducting interviews and tours.
  • Maintaining and updating the referral tracking system in iCM and related spreadsheets to ensure all data is current and accurate.
  • Coordinating open house events.

3. Data Collection and Monitoring:
A crucial part of the role is to collect and monitor data necessary for Charting the LifeCourse and person-centered outcomes. This involves:

  • Ensuring data is accurately entered and analyzed.
  • Using data to track progress and outcomes for program participants.
  • Providing insights and reports based on the collected data to inform program improvements and decision-making.

4. Referral Packet Follow-Up:
The coordinator follows up on referral packets from CCS agencies to ensure all necessary information is complete and processed. This step is vital to maintain the accuracy and efficiency of the admissions process.


5. Community Resource Guide Development:
The coordinator develops and maintains a comprehensive community resource guide for program participants. This guide is regularly updated with relevant resources and information to support participants and their families.


7. Post-Admission Survey:
The coordinator assists the Director of Admissions and Quality Systems in conducting a post-admission survey to gather feedback from new participants. This survey helps assess participant satisfaction and outcomes, providing valuable insights for continuous improvement.


8. LifeCourse Framework Implementation:
The coordinator assists the Director of Admissions and Quality Systems in the organizational implementation of the Charting the LifeCourse Framework and Tools. This involves integrating the framework into program operations to enhance service delivery and participant outcomes.


9. Reporting and Documentation:
The coordinator maintains accurate records of intake processes, transition activities, special projects, and quality support activities. Regular reports are provided to the Director of Admissions to ensure transparency and accountability.


Mental, Physical, and Visual Demands:

While performing the duties of this job, employees are regularly required to sit, walk and stand; talk or hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; reach with hands and arms; and lift up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus. Ability to drive is a requirement of the position.

While performing the duties of this job, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve non-routine and complex problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines with frequent interruptions; and interact with the community stakeholders including elected and appointed officials, staff, people served, the public and others encountered in the course of work.


Working Conditions:

Normal office environment. Must be familiar with basic office equipment (e.g. computer, facsimile, copier, postage machines, etc.).

Comments:

This position description is intended to describe the essential job functions, the general supplemental functions, and the essential requirements for the performance of this job. This is not an exhaustive list of all duties, responsibilities, and requirements of a person so classified. Other functions or duties may be assigned and management retains the right to add to, or change the duties of this position at any time.

Requirements:


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