Intake and Case Initiation Coordinator
Posted 13ds ago
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Job Description
ICF intake coordinator supporting federally funded legal services for unaccompanied children nationwide. Managing case information, provider coordination, documentation, data quality, and intake-process improvements.
Responsibilities:
- Develop, test, document, modify, and continuously improve intake policies and procedures, including forms, checklists, routing protocols, data standards, and handoff procedures
- Receive, review, organize, and enter incoming case information in accordance with approved procedures
- Create and maintain accurate case initiation records in designated systems, trackers, and shared files
- Track provider assignments, documentation, service continuity considerations, language needs, travel or logistics flags, deadlines, and information gaps
- Coordinate with network management, legal service providers, workflow and data leads, training and communications staff, and project leadership
- Support provider onboarding and vetting by tracking submissions, confirming completeness, maintaining documentation, and reviewing exceptions within delegated authority
- Maintain action logs, status notes, and operational summaries
- Analyze operational trends, recurring data issues, process gaps, duplicative steps, and handoff risks; implement corrective actions and improvements
- Advise project leadership on intake workflows, case initiation practices, exception handling, resource needs, and operational decisions
- Make timely decisions within delegated authority, document rationale, and escalate matters when required
- Prepare meeting notes, agendas, status updates, and other project documentation
- Protect confidential, proprietary, personally identifiable, and case-sensitive information
- Perform other intake, documentation, data quality, coordination, and operational support duties as assigned
Requirements:
- High school diploma or GED and 2+ years of experience supporting program operations, intake, case coordination, customer service, administrative coordination, data entry, project coordination, or similar work; or an equivalent combination of education and experience
- Strong written and oral communication skills
- Ability to manage multiple tasks and prioritize competing deadlines
- Ability to organize incomplete or high-volume information, resolve routine data gaps, and follow through across multiple stakeholders
- Sound judgment and discretion when handling confidential, personally identifiable, and case-sensitive information
- Ability to problem-solve, meet deadlines, work independently, and escalate issues appropriately
- Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, Teams, and SharePoint or similar collaboration tools
- Collaborative, responsive, customer-service oriented, and comfortable working in a fast-moving implementation environment
- Experience maintaining accurate records, trackers, forms, shared files, or case information in a structured documentation environment
- Experience coordinating tasks across multiple stakeholders, following up on missing information, meeting deadlines, and exercising independent assessment and judgment
- Ability to follow confidentiality, data privacy, information security, and records management requirements
Benefits:
- Equal opportunity employer
- Reasonable accommodations for disabled veterans, individuals with disabilities, and individuals with sincerely held religious beliefs
- Confidential handling of accommodation information
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