Intake Coordinator

Job Posting: Intake Coordinator – Education Services

Location: Syracuse, New York

Reports to: Director of Education

Employment Type: Part time, 20 hours per week

About the Role

The Intake Coordinator provides administrative leadership and operational support for the Education Services Department. This role ensures smooth, high-quality service delivery by overseeing relationship management, compliance monitoring, communication systems, data integrity, and program coordination.

As a central point of contact among families, school systems, service providers, and agency leadership, the Intake Coordinator supports the Director of Education in implementing departmental goals and maintaining adherence to policies and regulations.

Key Responsibilities

1. Partnership & Stakeholder Relations

• Build and maintain strong relationships with families, students, county representatives, school district personnel, and community providers.
• Promote collaborative practices that enhance service delivery and elevate the agency's visibility.

2. Regulatory & Professional Knowledge

• Maintain up-to-date knowledge of special education laws, regulations, and research related to learning disabilities, mental health, and related disorders.
• Develop a strong understanding of school system structures, policies, and procedures to support compliance and informed decision-making.

3. Information Management & Referral Coordination

• Serve as an informed resource for families and staff by providing accurate information, referral guidance, and navigation support across educational and community systems.

4. Communication & Administrative Coordination

• Facilitate clear, professional communication with families, school personnel, caseworkers, and external partners.
• Prepare and distribute administrative updates, correspondence, and meeting documentation.

5. Records Oversight & Data Integrity

• Ensure accurate, timely documentation of all client contacts, activities, and services within agency databases.
• Maintain organized electronic and physical files that meet agency standards and confidentiality requirements.

6. Reporting & Program Tracking

• Assist the Director of Education with weekly, monthly, and quarterly program reports.
• Develop and maintain systems to monitor service outcomes and department performance metrics.

7. Publications & Administrative Materials

• Create and format written materials such as informational documents, forms, presentations, and program resources.

8. Training Support & Presentation Assistance

• Support planning and coordination of training sessions, workshops, and presentations for families and providers.

Additional Responsibilities

• Participate in ongoing professional development related to special education and learning disabilities.
• Attend conferences or training events to enhance professional knowledge.
• Represent the agency at community meetings and events.
• Complete special projects as assigned by the Director of Education.

Requirements

• Positive attitude and a genuine commitment to supporting students and families.
• Ability to work independently and collaboratively.
• Strong organization, time management, and documentation accuracy.
• Patience, professionalism, and empathy in working with diverse populations.
• Ability to motivate and support students.
• Proficiency with Microsoft Office Suite and database systems.
• Valid New York State driver's license; adherence to agency vehicle policies.
• Use of personal vehicle for agency business as needed.

Qualifications

• Bachelor's degree in a related field preferred.
• Experience in special education settings, including classroom work and involvement with CSE processes.
• Strong understanding of special education regulations, procedures, and compliance requirements.
• Excellent written, verbal, and interpersonal communication skills.
• Exceptional organizational and administrative abilities.