Intake and Admissions Coordinator

6 days ago


Chicago, Illinois, United States Marillac Stt Family Services Inc Full time
Job Summary

We are seeking a highly organized and detail-oriented Intake and Admissions Coordinator to join our team at Marillac St. Vincent Family Services Inc. The successful candidate will provide support for the enrollment function of the Child Development program, ensuring a smooth and efficient process for prospective families.

Key Responsibilities
  1. Maintain the Child Development Program waitlist, providing exceptional customer service to public inquiries and inputting data to ensure accuracy.
  2. Evaluate waitlist families to determine eligibility for enrollment, conducting initial interviews and working to maintain classrooms at maximum capacity.
  3. Create and maintain logistical reports and planning to meet and exceed annual goals for recruitment, collaborating with Child Development Supervisors and the Coordinated Intake and Admissions Administrator.
  4. Add and maintain child and client profiles in COPA, ProCare, and Child+, ensuring all necessary information is collected and case notes are kept up to date.
  5. Prepare intake information packets, coordinate with families to obtain necessary information, and handle all administrative tasks related to intake, including checking forms for completion, distributing documents, and assessing client eligibility for food programs and IDHS subsidies.
  6. Run reports on monthly classroom lists, track openings, and begin the intake process for available slots.
  7. Notify appropriate departments of family/child discontinuance, securing and filing necessary forms and purging closed files as needed.
  8. Coordinate and facilitate new family/child orientations, scheduling with incoming families and coordinating with Family Support Services, Child Development Supervisors, and Teachers.
  9. Conduct center tours for prospective clients and visitors.
  10. Provide support and coverage for other team members as needed, cross-training in all Department functions.
  11. Assist in training new members of the Child Development Admissions & Client Services team, as required.
  12. Perform other duties as assigned by the Coordinated Intake and Admissions Administrator, including marketing and outreach campaigns.
  13. Maintain confidentiality of all information exchanged about clients during enrollment and while clients are enrolled.
  14. Act with integrity and model our Core Values in the delivery of all services.
Requirements

We are seeking an individual with a minimum Associate's degree, with a Bachelor's degree preferred. One year of administrative and/or customer service experience is a plus. The ideal candidate will possess excellent organizational skills, ability to coordinate details, and prioritize assignments. Strong communication and interpersonal skills are required, as well as proficiency in Microsoft Office, Microsoft Access, and Microsoft Excel.

The ability to read and speak English proficiently is essential, with bilingualism a plus. The physical demands of this role include regular talking and hearing, fine hand manipulation, and occasional lifting of up to 20-25 pounds. The work environment is an internal office space with a moderate noise level.



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