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Intake Coordinator

4 months ago

Chicago, United States Chicago Commons Association Full time
We Love What We Do Our services ensure that children, families, and seniors GO further.

For 130 years we have empowered individuals, families, and communities to overcome poverty and systemic barriers, embrace opportunities, and thrive across generations. To fulfill that mission, we provide high-quality early childhood education, family-centered adult education, and senior services to more than 3,000 individuals annually.

Position Summary

The Intake Coordinator will receive and respond to all inquiries for Family Hub services. Additionally, the intake coordinator will be the first point of contact with clients and visitors. The Intake Coordinator will collect information to identify the client needs to determine priority focus and sequence of services. This position will record and maintain documentation of the outcome of all inquiries for service as well as run reports and perform comparative analysis to ensure the integrity of the Family Hub client database. The role includes managing the Family Hub database and providing support in all aspects of data entry and scheduling of clients. This position assists with enhancing Chicago Commons’ presence in the community and engaging prospective families and potential partners by collaborating with the Family Hub team.

Education & Certification Requirements

  • Bilingual Spanish required
  • Minimum associate degree but Bachelors degree preferred
  • 2+ years in an intake or admissions coordinator role.
Experience & Training Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required:
  • Ability to manage multiple projects simultaneously
  • Be culturally competent with an understanding of the populations we serve
  • Demonstrate understanding that everyone is on a unique path in achieving their goals
  • Bilingual having the ability to speak, read, and write in English and Spanish
  • Candidates must regularly operate a word-processing system and, therefore, must be able to read, produce and transmit data on such a system.
  • Ability to communicate effectively, both orally and in writing.
  • Ability to gather data, compile information, and prepare reports.
  • Ability to analyze and solve problems.
  • Ability to create, compose, and edit written materials.
  • Strong affinity for customer service.
  • Excellent organizational and time-management skills.
  • Ability to work in a fast-paced environment.
Desired Outcomes
  • Increased client engagement based on the Family Hub intake processes with reminders, scheduling, and follow-ups
  • Organizes workload throughout the day to meet project timelines and deadlines.
  • Enters data and submits reports within all required timelines.
Essential Job Requirements & Duties
  • Produces queries, reports, lists as needed.
  • Ensure timely submission of all data entry into client databases
  • Establish and maintain positive, professional relationships with coworkers, administrators and clients served.
  • Generate reports to audit accuracy and completeness of data entry, identify issues, and make corrections as needed.
  • Provide general administrative support as needed.
  • Answers service inquiries on behalf of Family Hub
  • Discusses Family Hub programs in depth with inquiring families or potential partners.
  • Organizes, manages, and inputs information into databases.
  • Composes and manages correspondence.
  • Provides internal administrative and organizational support for Family Hub.
  • Create new client files - maintains 3-part client filing system (Active, Pending, Terminated)
  • Maintains referral/referral inquiry log
  • Performs other projects and duties as assigned.


Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform. While performing the duties of this job, the employee is regularly required to speak and read English proficiently. The employee must regularly operate a word-processing system and therefore must be able to read, produce and transmit data on such a system. The employee frequently is required to stand, walk, reach with hands and arms, and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

Employment Conditions:

This job description is to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee’s ability to perform the duties as described. This job description is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned as deemed appropriate commensurate to the position. This document does not represent a contract of employment, and Chicago Commons reserves the right to change this job description and /or assign tasks deemed appropriate.

Working Conditions

(The unavoidable, externally imposed conditions under which the work must be performed, and which create hardship for the incumbent including the frequency and duration of occurrence of physical demands, environmental conditions, demands on one’s senses, and mental demands.)

Chicago Commons is an equal opportunity employer. We consider all applicants for employment without regard to race, religion, color, age, sex, national origin, citizenship, ancestry, marital or parental status, sexual orientation including gender identity, gender expression, military discharge status, physical or mental disability, or any other status or characteristic protected by law. In addition, Chicago Commons provides reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act and applicable state and local laws (including during the application or hiring process).