Intake Coordinator

About the Position

NJECC is seeking an organized, detail-oriented Intake Coordinator to support the referral and intake process for individuals with intellectual and developmental disabilities. This position serves as a point of contact for families, Support Coordinators, referral sources, and agency staff, helping coordinate services and maintain accurate, current participant records. This position reports to the VP of Quality Assurance.

The ideal candidate communicates effectively, manages competing deadlines, and has experience with New Jersey Division of Developmental Disabilities (DDD) programs, documentation, and the fee-for-service system.

Responsibilities

• Receive referrals and communicate with families and Support Coordinators to identify requested services and guide them through the intake process.
• Maintain communication with agency leadership, Program Directors, and clinical staff regarding prospective and current participants.
• Demonstrate knowledge of NJECC’s programs and services, including service units within the DDD fee-for-service system.
• Coordinate NJECC team availability for Individualized Service Plan (ISP) and Interdisciplinary Team (IDT) meetings.
• Assist with meeting preparation, agendas, documentation, and follow-up on assigned action items.
• Attend administrative and Directors’ meetings; transfer and organize Zoom-generated administrative meeting notes.
• Prepare ISP worksheets and renewal forms, track annual renewals, and follow up on outstanding documentation.
• Distribute current ISPs and Service Detail Reports (SDRs), upload the most recent versions to OneDrive, and maintain ISP binders for staff review and signatures.
• Complete and review incident reports for accuracy and completeness, and enter required information into tracking spreadsheets.
• Maintain organized participant files in accordance with applicable state requirements and agency procedures.
• Gather and track medical documentation, including prescriptions, annual physicals, over-the-counter medication forms, and emergency information cards.
• Work with leadership and clinical staff to ensure required documentation is available for review of participants’ service and support needs.
• Ensure required intake paperwork, signed ISPs, and consent forms are completed and current before services begin.
• Assist with additional participant forms and documentation as needed.
• Protect confidential participant information and meet established deadlines.
• Cooperate with authorized investigations involving DDD, the Office of Licensing (OOL), the Department of Human Services (DHS), and Adult Protective Services (APS), as applicable.

Qualifications

• Bachelor’s degree in Social Work, Sociology, Psychology, Human Services, or a related field.
• Minimum of two years of relevant experience, including experience with DDD-funded programs and services.
• Knowledge of New Jersey DDD programs, including the Supports Program, Community Care Program, and fee-for-service system.
• Experience with ISPs, participant records, intake documentation, and coordination with families and Support Coordinators.
• Strong written and verbal communication skills.
• Excellent organization, attention to detail, and follow-through.
• Ability to prioritize assignments, meet deadlines, and work independently while collaborating with a team.
• Proficiency with Microsoft Office, Excel, OneDrive, and Zoom.
• Ability to handle sensitive information professionally and maintain confidentiality.

Job Type: Part-time

Pay: $24.00 - $26.00 per hour

Work Location: In person