Residential Intake Coordinator

POSITION OVERVIEW:The Residential Intake Coordinator is responsible for managing the end-to-end intake and admissions process for residential and day services (IDD/MH), with a primary objective of maintaining the highest possible level of filled capacity. This role ensures that referrals move efficiently from inquiry to decision, vacancies are actively managed, and accurate, actionable data is used to drive timely person and service matching and coordination.The Intake Coordinator serves as the centralized source of intake operations, vacancy tracking, and referral coordination. This position works closely with Network Directors, Independent Service Coordinators (ISCs), families, and other external partners to identify appropriate candidates for available openings while minimizing the number of days a service opening remains unfilled in efforts of supporting organizational sustainability.Salary: $55,000-$70,000 with performance-based bonusesShift: M-F 8:30 am- 5:00 pm with one evening weekly 11:30 am-7:30 pm. Scheduling flexibility is required based on the needs of the position at any given time.Location: New Lenox, ILREPORTS TO:Chief Program OfficerNETWORK OR DEPARTMENT:AdministrationESSENTIAL FUNCTIONS:Below are a list of primary duties and responsibilities of this position:Serve as the primary point of contact for all incoming residential and day service referrals.Coordinate and process referrals, ensuring timely acknowledgment, organized documentation, and ongoing communication with individuals, families, ISCs, hospitals, schools, and other referral partners regarding status, next steps, and opportunities.Maintain a real-time, centralized vacancy list and track key intake metrics, including days awaiting placement, stage in process, and likelihood of successful placement.Partner with network leadership staff to develop and maintain residential site profiles reflecting matching criteria such as age, gender, medical needs, behavioral needs, accessibility, etc...Develop and manage a structured waiting list of people and families seeking services.Maintain regular communication with waiting list participants and coordinate tours of homes and programs to support informed decision-making and appropriate matches.Coordinate screenings, visits, and admission activities with residential networks and program leadership.Track referral timelines from intake through admission and identify barriers or delays, escalating concerns and recommending solutions as needed.Chair and facilitate weekly intake meetings focused on vacancies, candidates, decisions, and next steps.Maintain and utilize intake and admissions data to monitor performance indicators and prepare routine reports and trend analyses to support operational and strategic decision-making.SKILLS AND ABILITIES:Strong organizational skills with the ability to manage multiple referrals and timelines simultaneouslyHigh level of follow-through and attention to detailAbility to work effectively with databases, spreadsheets, and tracking toolsClear, professional communication skills and personal presentation with families, referral sources, and internal stakeholdersAbility to bring structure, focus, and accountability to complex, multi-party processesSound judgment when evaluating information related to service needs and placement considerationsAble to work at least one evening weekly with scheduling flexibility based on the needs of the positionPHYSICAL DEMANDS:Be able to lift over 40 pounds from floor to waist unassistedBe able to push and pull 75 poundsBe able to push wheelchairs up to 200 poundsRemain in a stationary position, often standing or sitting for prolonged periodsOperate motor vehiclesPhysical activities that could be used include: driving, balancing, pulling, pushing, standing, climbing, grasping, stooping, crouching, crawling, kneeling, reaching, lifting, and repetitive motion.QUALIFICATIONS:Bachelor's Degree in Social Work, Psychology, Special Education, or a related human services field (Master's Degree strongly preferred)Experience working with HCBS-funded services, residential programs, and related care coordination systemsDemonstrated experience or working knowledge of residential intake, admissions, referrals, or similar operational workflows strongly preferred Comfortable using data to measure performance, identify trends, and support decision-makingBENEFITS:Health, Vision, Dental, and Life insuranceEducational AssistancePaid time offSick timePaid HolidaysPersonal TimePotential Year-End BonusFinancial Assistance Program (Cookie Jar)Employee Referral Program (Bounty Bucks)CLASSIFICATION:Non-ExemptDISCLAIMER:Duties and responsibilities may change, and new ones may be assigned at any time with or without notice. This job description does not constitute a contract of employment. STATEMENT:Trinity Services, Inc. is an equal opportunity employer. In accordance with anti-discrimination law, it is the purpose of this policy to effectuate these principles and mandates. Trinity Services, Inc. prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, religion, sex, sexual orientation, gender, age, national origin, disability status, protected veteran status, genetic information, or any other characteristic protected by law. Trinity Services, Inc. conforms to the spirit as well as to the letter of all applicable laws and regulations.

Created: 2026-04-02