Administrative and Intake Coordinator

Sycuan•El Cajon, CA

2d•Hybrid

About The Position

The primary purpose of the Administrative / Intake Coordinator is to serve as the initial point of contact and operational support for the Sycuan Inter-Tribal Vocational Rehabilitation (SITVR) program. This position ensures the efficient administration of day-to-day office operations while maintaining compliance with federal grant regulations and SITVR policies. The role is designed to guide applicants seamlessly through the intake and eligibility documentation process, support VR staff, advance program goals, and strengthen outreach efforts.

Requirements

High School Diploma or GED.
Minimum of 2–3 years of progressive administrative, clerical, or intake experience.

Nice To Haves

Prior experience working within a tribal government environment, human services program, or federal grant-funded operation and people living with disabilities.

Responsibilities

Serves as the primary point of contact for applicants, participants, families, employers, and community partners.
Conducts initial applicant screenings, coordinates intake appointments, and assists individuals with completing applications and obtaining required eligibility documentation.
Maintains confidential participant records and case files in compliance with tribal, federal, and program requirements.
Enters, updates, and monitors participant information within case management and reporting systems while tracking referrals, applications, eligibility determinations, plans, and service timelines.
Prepares correspondence, reports, meeting materials, purchase requests, and other program documentation (including localized fuel and mileage tracking tools).
Coordinates office operations, scheduling, file maintenance, records retention, data collection, grant reporting, and program performance measures.
Adheres to Tribal Vocational Rehabilitation (TVR) policies, procedures, and federal regulations while supporting quality assurance activities and internal program reviews.
Provides vocational rehabilitation guidance and support under the supervision of the TVR Director or qualified VR Counselor.
Conducts participant follow-up contacts and maintains regular communication regarding employment goals and service needs.
Assists with eligibility determinations, vocational assessments, and collection of supporting documentation.
Assists in the development, implementation, and monitoring of Individualized Plans for Employment (IPEs).
Coordinates referrals to training programs, educational resources, medical providers, employers, and community agencies.
Supports job readiness, career exploration, employment preparation, and job retention activities.
Documents case notes, service activities, participant progress, and outcomes according to program requirements.
Assists with post-employment services and follow-along support to promote successful employment outcomes and participates in case staffing meetings, service planning, and case reviews.
Develops and maintains partnerships with tribal departments, schools, healthcare providers, employers, workforce agencies, and community organizations.
Represents the Tribal Vocational Rehabilitation Program at community events, health fairs, career fairs, school functions, and tribal gatherings.
Conducts outreach activities to identify and recruit eligible tribal members with disabilities.
Delivers presentations and educational workshops regarding TVR services, disability awareness, and employment opportunities.
Assists in developing outreach materials, brochures, newsletters, social media content, and public awareness campaigns.
Promote competitive integrated employment opportunities and employer engagement initiatives.
Maintains outreach activity records, prepares reports on outreach outcomes, and supports overall program visibility and relationship-building efforts within the tribal service area.