Intake Coordinator

Job Summary

The Intake Coordinator oversees the initial screening, assessment, and intake process for individuals seeking shelter services or access to any additional Housing and outreach service. The role ensures that all admissions follow program policies, eligibility requirements, and coordinates entry procedures while maintaining accurate documentation in HMIS or other case management systems. The Intake Coordinator serves as the first point of contact for clients, ensuring a trauma-informed, respectful, and efficient intake experience while coordinating with security, case management, and external partner agencies.

Job Duties

• Embodies Eva’s Village’s core values, voice and tone in order to provide an exceptional and effective experience for our clients, funders, employees and volunteers.
• Performs all intake and orientation procedures accurately and efficiently for clients in accordance with applicable program policies and procedures.
• Conduct eligibility assessments for individuals seeking shelter services and or referral services.
• Verify eligibility requirements based on program guidelines and funding requirements.
• Facilitate the admission process and bed placement coordination.
• Ensure all intake documentation is completed accurately and in a timely manner.
• Minimize client wait time for intake and appointments.
• Schedules screening and intake appointments in relation to program policies and procedures.
• Maintain and monitor the intake calendar or schedule.
• Ensuring all clients have completed designated programs intake and or discharge within required time frame.
• Maintain accurate records including admission dates, assessments, and service referrals.
• Oversight of all intakes completed by operational staff in relation to program policies and procedures, including HMIS data entry.
• Coordination of initial medical or mental health appointments for clients in relation to program guidelines.
• Coordination of OTC, Prescription and MAT medication as identified in referral documentation.
• Creation of MAR and oversight that medication arrives to facility within 24 hours of admission date.
• Work collaboratively with community partners, outreach teams, and coordinated entry programs.
• Document all intake engagement, sessions or incident report outcomes as needed.
• Responsible for coordination with external partners to identify referral outcomes to be documented in HMIS.
• Communicate bed availability, daily Census and admission status to appropriate staff.
• Provides outreach and engagement services designed to assist clients in accessing prevention, treatment and Housing navigation.
• Aid operations staff in managing environment such as waiting rooms, access control and or check points.
• Conducts a daily review of electronic records, incident reports and brings any concerns to the direct supervisor’s attention.
• Perform crisis intervention when necessary.

Qualifications

• Education: High School diploma or GED required. Associate degree preferred.
• Experience: 1 year of experience working in case management or residential setting providing housing assistance to homeless clients.
• Knowledge: Knowledge of Housing and Homelessness systems such as Coordinated Entry process, HMIS and HUD/ COC regulations. Knowledge of the Housing first Model, diversion and prevention strategies and length of stay management. Experience managing a caseload of 20 plus clients. Experience providing Intensive case management to homeless or transient populations. Experience providing benefits and income support. Experience providing crisis Intervention and trauma informed care. Knowledge of prevention, treatment and support services available within Paterson and the Passaic County area.
• Skills: Must be able to work independently and complete assignments with minimal supervision. Good interpersonal skills required. Must maintain a professional demeanor and perform duties effectively in stressful/emergency situations. Must be able to maintain objectivity and deal diplomatically with clients and family members.