Position Title: Administrative Assistant / Intake Coordinator
Reports To: Operations Manager and/or Founder & CEO
Status: Full-Time
Schedule: Monday-Friday 8:00am-5:00pm

Position Summary:
The Administrative Assistant / Intake Coordinator serves as the first point of contact for participants, partners, and visitors. This role supports daily administrative operations and manages the intake process for program participants, ensuring accurate documentation, timely referrals, and a welcoming, professional experience. The position is essential to maintaining efficient program flow, data compliance, and high-quality service delivery.

Qualifications:

• High school diploma or GED required; associate’s or bachelor’s degree preferred
  

• Experience in administrative support, client intake, or social services required
  

• Strong organizational, communication, and data entry skills
  

• Ability to manage confidential information with professionalism and discretion
  

• Proficiency with standard office technology (email, data systems, scheduling tools)
  

• Ability to multitask, prioritize, and work effectively in a fast-paced environment

Essential Duties and Responsibilities:

Administrative Support

• Provide front-office administrative support, including answering phones, responding to emails, and greeting visitors
  

• Schedule appointments, meetings, and program intakes
  

• Maintain organized electronic and paper filing systems
  

• Support staff with additional administrative tasks as assigned

Intake and Participant Coordination

• Conduct initial intake screenings for program participants
  

• Collect and verify required documentation and consent forms
  

• Accurately enter participant data into agency systems
  

• Coordinate referrals and follow-ups in collaboration with program staff

Data Management & Compliance

• Maintain accurate, confidential participant records
  

• Ensure all intake documentation meets agency and funder requirements
  

• Assist with data tracking, reporting, and audits as needed

Communication & Customer Service

• Serve as a professional and welcoming representative
  

• Communicate clearly with participants, families, staff, and partner organizations
  

• Respond to inquiries and route information appropriately

Professional Conduct

• Adhere to agency policies, procedures, Code of Ethics, and confidentiality standards
  

• Participate in required trainings, meetings, and supervision
  

• Demonstrate professionalism, reliability, and cultural sensitivity

Additional Responsibilities

• Perform other duties as assigned by program leadership

Core Competencies:

• Administrative organization and attention to detail
  

• Client-centered communication and customer service
  

• Data accuracy and documentation compliance
  

• Time management and multitasking
  

• Professionalism and confidentiality

Performance Indicators:

• Intake processes completed accurately and on time
  

• Participant records maintained in compliance with agency standards
  

• Positive feedback from participants and staff
  

• Timely scheduling and follow-ups
  

• Minimal data errors or compliance findings

If you are organized, detail-oriented, and passionate about supporting community programs, we encourage you to apply to join our team.

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