Intake and Admissions Coordinator

7 hours ago


Chicago, Illinois, United States Marillac Stt Family Services Inc Full time
Job Title: Intake and Admissions Coordinator

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. In this role, you will provide critical support for the enrollment function of our Child Development program, ensuring seamless communication with families, staff, and stakeholders.

Key Responsibilities:

  1. Maintain accurate and up-to-date waitlists, providing exceptional customer service to public inquiries about enrollment.
  2. Evaluate waitlist families to determine eligibility for enrollment, conduct initial interviews, and work to maintain classrooms at maximum capacity.
  3. Create and maintain logistical reports and planning to meet and exceed annual recruitment goals, collaborating with Child Development Supervisors and Coordinated Intake and Admissions Administrator.
  4. Add and maintain child and client profiles in COPA, ProCare, and Child+, ensuring timely and accurate data entry.
  5. Prepare intake information packets, coordinate with families to obtain necessary information, and handle administrative tasks related to intake, including assessing client eligibility for food programs and IDHS subsidies.
  6. Run reports on monthly classroom lists, track openings, and begin intake processes 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/coverage on tasks normally conducted by other team members, cross-training in all Department's functions as needed.
  11. Assist in training new members of the Child Development Admissions & Client Services team, as needed.
  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 aspire to model our Core Values in the delivery of all services.

Requirements:

We are seeking an individual with a minimum Associate's degree, preferably a Bachelor's degree, and one year of administrative and/or customer service experience. Excellent organizational skills, ability to coordinate details, and prioritize assignments are essential. Strong communication and interpersonal skills, with the ability to conduct intake interviews, interact professionally with a diverse client population, and respect confidentiality requirements. Proficiency in Microsoft Office, Microsoft Access, and Microsoft Excel is required. Ability to read and speak English proficiently, with bilingualism a plus.

Work Environment:

The work environment is an internal office space with a moderate noise level. The physical demands of this role include regular talking or hearing, fine hand manipulation (keyboarding), and occasional lifting and/or moving up to 20-25 pounds. At times, more than 40 hours per week may be required to perform the essential duties of the position.



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