CARE Coordinator

The Gatehouse•Grapevine, TX

18d

About The Position

The CARE Program Coordinator oversees community partnerships and coordinates individualized services for Gatehouse families. The position serves as a central point of coordination between Gatehouse clients, external partners, and community organizations. Guided by the CARE framework—Compassion, Access, Resources, and Enrichment—the coordinator facilitates referrals, monitors partner service usage, and strengthens community partnerships so families can access supplemental support while pursuing career, education, and financial goals. The coordinator maintains partner directories and referral procedures, coordinates referrals and client communications, tracks service utilization, prepares reports, and maintains program records and administrative documentation. The role also supports purchasing and expense tracking, including reconciling program credit card transactions. The position reinforces The Gatehouse's Christian foundation by modeling and integrating Biblical principles and Christian philosophy in work-related activities and interactions.

Requirements

Bachelor’s degree in a related field.
At least 3 years of experience in a related field.
Experience in administrative coordination, client services, referral management, customer service, or community-based programs; equivalent relevant experience may be considered.
Strong organizational, communication, and follow-up skills.
Ability to maintain accurate records and track multiple referrals.
Ability to communicate professionally and compassionately with women, children, families, and community partners.
Ability to maintain confidentiality and follow established procedures for handling client information.
Proficiency with Microsoft Office software, spreadsheets, databases, and electronic recordkeeping.
Ability to reinforce The Gatehouse's mission and Christian foundation by modeling and integrating Biblical principles and Christian philosophy in work-related activities and interactions.
Ability to maintain a flexible schedule, including evenings, to meet client scheduling needs.
Ability to safely and successfully perform essential job functions and meet qualitative or quantitative productivity standards.
Regular, punctual attendance.
Ability to sit at a desk and work on a computer for prolonged periods.
Flexibility to bend, crouch, walk, kneel, and sit for prolonged periods.
Manual dexterity for typing, writing, standing, and reaching, and ability to use hand and finger dexterity.
Ability to stand and walk for prolonged periods.
Visual acuity to read information from computer screens, forms, and other printed materials.
Ability to lift and move objects and equipment weighing up to 20 pounds.
Ability to work evening or weekend hours and respond to emergency calls as needed.

Nice To Haves

Experience working with nonprofit organizations or community service providers.
Familiarity with referral networks and community resources.
Experience tracking service utilization and preparing reports.
Experience communicating with multiple external organizations.

Responsibilities

Maintain an up-to-date directory of approved partner organizations, services, eligibility requirements, and referral procedures.
Identify appropriate partner services based on client needs and program guidelines, submit referrals, and coordinate initial connections.
Communicate referral details, next steps, and requirements to clients, and obtain client consent before sharing information with external partners.
Inform the CARE Manager and Program Manager when client needs fall outside available partnerships or referral procedures.
Serve as the primary client contact for questions about external partner services, referrals, appointments, contacts, availability, and referral status.
Coordinate with partner organizations on referral receipt, service access, utilization, and follow-up, consistent with consent and confidentiality requirements.
Help resolve administrative communication issues related to referrals and service coordination, and direct clients to partners for matters outside the coordinator's responsibilities.
Maintain timely, professional, and respectful communication with clients and partner representatives.
Record referrals and their status, track authorized service utilization, and document completed, declined, unsuccessful, or outstanding connections and follow-up needs.
Maintain partner service-use records and prepare periodic reports for Gatehouse leadership on referral activity, service utilization, and client-needs trends.
Protect confidential client information and follow data-management and recordkeeping procedures.
Keep partner contact information and referral procedures current, communicate changes with partner contacts, and share updates with the CARE Manager and program staff.
Identify recurring referral barriers or gaps in partner services and report them to the CARE Manager.
Collect, organize, and report program data for performance tracking, grant reporting, and organizational decision-making.
Maintain program records, spreadsheets, databases, and administrative documentation for accurate and timely reporting.
Reconcile program credit card transactions by collecting receipts, verifying expense documentation, assigning expense categories, and identifying discrepancies.
Coordinate CARE-related purchasing, including supply orders, purchase documentation, and tracking expenses against approved budgets.
Provide general program administrative support, including maintaining files, preparing reports, monitoring deadlines, and assisting with operational tasks.
Perform other duties assigned for the job function.