The Community YMCA

Intake Coordinator

2 weeks ago(1/10/2018 4:35 PM)
Job ID
# of Openings
Entry Level


The Intake Coordinator will ensure the smooth operations of the referral assignment process. The Intake Coordinator will effectively build and maintain relationships with all referral sources. The Intake Coordinator will maintain regular communication with all in-office and per diem staff, and report any issues to the Program Manager. The Intake Coordinator will complete necessary data entry, complete opening and closing of client files for the program and utilization review of client files. Additionally, the Intake Coordinator will facilitate the maintenance of office equipment and ordering office supplies as requested by the CSS VP.


  • Accept and assign referrals for the Family Care and Family Support programs in a timely fashion.
  • Communication of referral information to assigned staff and relevant supervisor.
  • Communicate staffing and any relevant information to the referring agency.
  • Ensure appropriate authorization and reauthorization as needed for requested service; enter authorization and benefit information upon enrollment in the EHR and ongoing with reauthorizations.
  • Create opening paper file for each client and complete utilization review of the files, initially and at case closing.
  • Create referral and enrollment in EHR.
  • Communication of paperwork needs to the per diem staff.
  • Communication of any issues/challenges to the Program Manger or CSS VP.
  • Eatontown CSS office management including but not limited to the following: answering incoming calls, maintaining the fax folder, answering door bell and greeting visitors, handling incoming and outgoing mail, facilitating proper functioning of office equipment, and ensuring adequate supplies for all programs.
  • Maintain positive professional, and individualized relationships with all referral sources.



  • Demonstrates a desire to serve others and fulfill community needs.
  • Works effectively with people of different backgrounds, abilities, opinions, and perceptions.
  • Builds rapport and relates well to others.
  • Listens for understanding and meaning; speaks and writes effectively.
  • Makes sound judgments, and transfers learning from one situation to another.
  • Establishes goals, clarifies tasks, plans work, and actively participates in meetings.
  • Demonstrates an openness to change, and seeks opportunities in the change process.
  • Has the functional and technical knowledge and skills required to perform well; uses best practices and demonstrates up-to-date knowledge and skills in technology.


  • The Intake Coordinator will possess strong interpersonal skills, with the emphasis on customer service and ensuring a positive experience for service partners and service recipients.
  • The Intake Coordinator will be proficient in Microsoft Office
  • Must possess a minimum of a high school diploma and a minimum of three years of experience working in an office setting.   


  1. Ability to hear the conversational voice with or without a hearing aid.
  2. Ability to see with or without corrective lenses.
  3. Ability to speak and be understood under normal circumstances.
  4. Ability to lift and carry children in an emergency, as well as lift and move classroom furniture.
  5. Ability to use arms, legs, and feet to accomplish the job.
  6. Ability to evacuate the building during emergencies.   


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