Intake Coordinator

About the organization

Gaudenzia is focused on supporting long-term recovery for people living with substance use disorders, co-occurring mental health conditions, and related challenges, without regard to personal circumstances. The team emphasizes purpose-driven work, mutual support, and an inclusive environment for clients and employees.

Role overview

The Intake Coordinator manages the program’s referral and admissions workflow, along with the connected administrative tasks. This person coordinates new admissions, verifies that every intake requirement is completed, including funding confirmation, and makes sure assessments are completed accurately and on time. The role also involves careful tracking and reporting of referral data.

In addition, the position requires regular interaction with outside partners such as referral sources, community contacts, and regulatory or funding agencies, as well as ongoing coordination with internal program leaders and the marketing team. Work is done with substantial independence within established policies, procedures, and regulations, and the role reports to the Admissions or Program Director.

Education and experience

Candidates must have a degree from an accredited college or university in a recognized clinical discipline and must also hold certification or licensure in counseling. Relevant experience requirements are based on education level: 3 years with an associate’s degree, 2 years with a bachelor’s degree, or 1 year with a master’s degree.

Key responsibilities

• Handle every stage of pre-admission and intake services for the assigned program area.
• Keep admissions and intake assessments efficient and direct people to the most appropriate program services.
• Work with the multidisciplinary team to assess needs, review cases, and decide on service requirements.
• Complete both phone-based and in-person interviews for individuals seeking admission.
• Make sure intake-to-care transition steps are completed and documented correctly in the electronic health record system.
• Stay current on assessment methods, intake procedures, and level-of-care guidance, including ASAM criteria.
• Maintain accurate, current records for intakes, referrals, and funding sources.
• Review and audit admission funding and keep related reports up to date.
• Build and sustain productive relationships with funding agencies, referral partners, and regulatory bodies.
• Support program utilization goals and complete daily reporting on admissions and discharges through the agency’s electronic health record system.
• Perform additional duties as assigned by the Admissions or Program Director, or their designee.

Working style and expectations

This position calls for careful attention to quality, timeliness, compliance, and accurate recordkeeping. The coordinator is expected to treat all clients and colleagues with dignity and respect while supporting the agency’s mission and operational goals.

Equal opportunity statement

Gaudenzia states that employment decisions are based on job-related qualifications, relevant skills, experience, and alignment with the organization’s mission and values. The company says it uses transparent and consistent evaluation criteria and does not make employment decisions based on preference or discrimination. Its commitment covers recruiting, hiring, placement, transfer, training, promotion, compensation, termination, and all other terms and conditions of employment.