Intake and Office Coordinator - 2025742

World Relief•Carol Stream, IL

48d•Onsite

About The Position

The Intake and Office Coordinator serves as the first point of contact for prospective counseling clients and plays a key role in ensuring a welcoming, organized, and efficient client experience. This position supports the Counseling Center through intake screening, client onboarding, scheduling coordination, record management, grant reporting and day-to-day office operations. Working closely with clinicians and program leadership, the Coordinator helps maintain smooth workflows, uphold confidentiality standards, and improve systems that expand access to quality counseling services.

Requirements

Mature and personal Christian faith
Committed to the mission, vision, and values of World Relief
Desire to serve and empower the Church to impact vulnerable communities
Able to affirm and/or acknowledge World Reliefs Core Beliefs , Statement of Faith , Christian Identity and National Association of Evangelicals' For the Health of The Nation document
Associate Degree in Social Work, Counseling, Psychology or other relevant behavioral health field.
1-3 years of experience with client intake, scheduling and onboarding processes.
Strong organizational skills with the ability to manage multiple priorities in a medium-paced environment.
Experience in client-facing administrative roles, preferably in a behavioral health, social service or healthcare setting.
Knowledge of HIPAA compliance and best practices for handling confidential client information.
Excellent interpersonal and communication skills, with a professional and welcoming approach to client interactions.
Ability to manage scheduling systems and maintain accurate, detail-oriented documentation.
Demonstrated ability to create, improve, and maintain administrative systems and workflows.
Proficiency in Microsoft Office tools (especially Excel, Outlook and shared systems).
High level of initiative, problem-solving ability, and adaptability.
Ability to work both independently and collaboratively within a team environment

Nice To Haves

Experience conducting intake calls
Trauma-informed training
Strong soft skills in relational communication
Ability to manage and prioritize multiple projects effectively
Ability to create and update systems and protocols
Creative problem-solver
Self-starter
Fluency in Spanish, Arabic, Swahili or Ukrainian preferred.

Responsibilities

Serve as the first point of contact for prospective clients, conducting intake screenings and gathering initial information to determine service fit.
Manage client onboarding processes, including creating and maintaining accurate client records in compliance with HIPAA and organizational standards.
Coordinate scheduling for clinicians, including initial appointments, follow ups, and calendar maintenance.
Support front end client communication (phone, email and in-person when applicable), ensuring a welcoming and responsive experience.
Maintain and organize counseling office systems, including digital and physical files, forms, and shared resources.
Assist in developing, updating and streamlining intake workflows, documentation processes, and team protocols.
Provide administrative support to the counseling team, including tracking key program data and supporting grant reporting efforts.
Oversee general office coordination tasks such as supply management, space organization, and basic operational needs.
Partner with the Counseling Center Director and Manager to improve efficiency, client access, and overall service flow.
Support special projects and team initiatives related to program growth, systems improvement and client engagement.