Intake Coordinator

Victory Programs Inc • Boston, MA

10d • Onsite

About The Position

The Intake Coordinator manages the Intake Department for the Recovery Services Division, which includes six Recovery Homes. The role processes referrals for substance use programs and screens and admits clients in accordance with agency standards and contractual requirements. The Intake Coordinator reports to the Director of Recovery Services or their designee for supervision.

The coordinator oversees daily intake operations, maintains referral and client records using electronic health records, tracks department data, and provides reports. The role supports appropriate placement and program occupancy, coordinates client orientation and care connections, and works closely with Recovery Division staff and referral sources. Responsibilities also include outreach, waitlist management, and supervision of intake staff as needed.

This is a full-time, 40-hour-per-week, on-site position, Monday through Friday, with a schedule of either 8 a.m.–4 p.m. or 9 a.m.–5 p.m. A hybrid model may be considered after six months of continuous employment. The annual rate is $65,000.

Requirements

• Demonstrated experience with mental health and/or substance use assessment requirements.
• Bachelor’s degree or three years of human services experience.
• Strong computer and typing skills, including use of Microsoft Word and Excel.
• Ability to multitask.
• Professional appearance and excellent telephone manner.
• Strong written and verbal communication skills.
• Strong attention to detail.
• Strong management skills.
• Must be CPR certified; certification may be obtained upon hire.
• Completed TB screening; screening may be completed upon hire.
• Provide three work-related professional references, at least two of whom must be managers or supervisors.

Nice To Haves

• Knowledge of mental health, psychotropic medications, and substance use.
• Experience in the substance use treatment system in Boston.

Responsibilities

• Act in accordance with Victory Programs’ Standards of Excellence and Philosophy of Care, maintaining professional ethics, boundaries, client confidentiality, and a strength-based approach using evidence-based practices.
• Maintain accurate records and documentation, including referral databases, referral paperwork, waitlists, and master logs, using electronic health records.
• Track intake department data and provide weekly, monthly, or as-needed reports.
• Travel to VPI programs as needed to meet clients and conduct intake procedures.
• Supervise intake department staff as needed, including the Assistant Intake Coordinator and Intake Receptionist.
• Coordinate and oversee day-to-day operations of the Intake Department.
• Optimize program resource utilization by maintaining high occupancy rates across programs.
• Coordinate and/or provide direct quality orientation services to clients.
• Determine clients’ clinical appropriateness for the Health Program and pair clients with programs suited to their needs.
• Work with Recovery Division program staff to coordinate admissions and maintain consistent communication.
• Provide customer service and communicate effectively with referring agencies and individuals.
• Conduct outreach and marketing activities in accordance with Victory Programs’ policies, procedures, and mission; maintain a database of referring agencies, organizations, and community resources.
• Coordinate care for prospective clients and new intakes, including connections to healthcare providers, Medication Assisted Therapy providers, behavioral health providers, and pharmacies.
• Manage the BSAS/Helpline waitlist.
• Enter assessments in electronic health records.
• Participate in and support program events, State House rallies, fundraising and advocacy events, walks, and other agency functions.
• Perform other duties or tasks requested by the supervisor or their designee.

Benefits

• Employer contributes 75% of health insurance premiums and 25% of dental insurance premiums.
• Employer-paid disability and life insurance.
• Paid time off, including vacation, sick, and personal time, as well as holidays.
• Upon hire, full-time staff are entitled to up to four personal days, 160 sick hours, 10 holidays, and 3 1/2 weeks of vacation; allocations adjust based on full-time or part-time status, and vacation increases with length of employment.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager