Intake Coordinator

BETHANY HOUSE SERVICES INC-posted 3 months ago
$19 - $25/Yr
Full-time
Cincinnati, OH
11-50 employees
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Bethany House Services is hiring an Intake Coordinator to be a compassionate, organized, and value-driven frontline ambassador for families seeking safe, stable housing. If you bring trauma-informed practice, strong coordination skills, and a passion for housing-focused, family-centered care, we want you on our team. The Intake Coordinator will serve as the primary hub for new intakes scheduled through the Central Access Point (CAP) and Coordinated Entry (CE) helplines. You will partner with CAP/CE teams, Shelter Case Managers, Housing Case Managers, Family Services, and other BHS staff to deliver welcoming, accurate, and timely intake assessments, determine eligibility, and connect families to appropriate services. The ideal candidate is highly organized, proficient with intake data systems, and committed to removing barriers to stable housing.

  • Serve as the primary intake hub for referrals through CAP/CE; ensure smooth flow into BHS shelter or housing programs.
  • Confirm appointment details with families, CAP/CE staff, and Case Managers; reschedule to meet family needs and program capacity.
  • Maintain an up-to-date intake calendar; communicate changes to relevant staff.
  • Manage daily shelter resident counts and support transitions as needed.
  • Conduct initial, trauma-informed, culturally responsive screening interviews to determine basic eligibility, safety, and basic needs.
  • Gather, verify, and document required information (e.g., demographics, household composition, income, prior housing history, homelessness verification).
  • Guide families through enrollment steps and eligibility criteria; identify barriers and prioritize supports.
  • Complete accurate intake forms, HMIS/EHR entries, and related paperwork in line with CoC/HUD and agency policies.
  • Ensure confidentiality, privacy, and data security (HIPAA, 42 CFR Part 2 as applicable).
  • Scan, upload, organize intake documents, and maintain secure file storage per policy.
  • Identify immediate safety and basic needs (food, clothing, shelter) and coordinate with Shelter Operations, Family Services, and Case Management for resources.
  • Assess needs for behavioral health, primary care, DV/SA services, early childhood/education supports, transportation, and other resources.
  • Coordinate with Family Services for enrollment into CoC-supported programs; collaborate with program staff and partners for benefits or services as needed.
  • Act as a liaison between BHS and partner agencies to ensure seamless intake and program enrollment.
  • Maintain knowledge of local resources, grant management, and eligibility requirements to support referrals.
  • Ensure compliance with program requirements, documentation standards, and reporting timelines.
  • Collaborate with the Data & Compliance Coordinator to monitor intake quality metrics (timeliness, accuracy, documentation completeness) and share findings with leadership.
  • Identify process improvements to reduce wait times and improve family experiences.
  • Participate in regular team meetings, case conferencing, and cross-department coordination.
  • Work with Case Managers, Housing Specialists, and Parent-Child Coordinators to ensure timely transitions from intake to case management.
  • Support shelter and agency policies on safety, crisis response, infection control, and documentation.
  • Facilitate discharge meetings to review housing status, next steps, and connections to resources.
  • Complete exit documentation and ensure entries in HMIS or tracking systems.
  • Provide written discharge plans, including referrals and follow-up appointments; assist with transportation and other logistic needs during exit; coordinate room turnover for new residents.
  • High school diploma; Associate or Bachelor’s in Social Work, Social Services, or related field preferred.
  • Experience in intake, eligibility determination, case management, or front-desk reception in social services, housing, or shelter settings.
  • Knowledge of CAP processes is a plus.
  • Demonstrated trauma-informed practice; ability to work with diverse populations.
  • Proficiency with HMIS or similar databases, documentation standards, and Microsoft Office/Google Workspace.
  • Strong organizational, data-entry, and multitasking skills; high attention to detail.
  • Valid driver’s license and reliable transportation or ability to travel between sites as needed.
  • Knowledge of Coordinated Entry, VI-SPDAT/other housing assessments, and local Continuum of Care processes.
  • Experience with benefits coordination and JFS processes/documentation.
  • Prior experience in a trauma-informed, family-centered service environment.
  • Bilingual/multilingual (e.g., Spanish) and/or experience working with diverse communities.
  • Meaningful, mission-driven work in a supportive, inclusive environment.
  • Competitive salary and benefits package.
  • Opportunities for professional growth and advancement in a dynamic, collaborative team.
  • Comprehensive training and ongoing professional development in trauma-informed care and housing-first practices.
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