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.
Position: Intake Coordinator
Reports to: Chief Program Officer (with dotted line to Shelter & Housing Directors)
FLSA: Non-Exempt
Schedule: Full-time; some evenings/weekends as needed to support CAP scheduling and family needs
Caseload: Intake-focused role; supports Shelter and Housing Case Managers and CAP/CE processes
Location: Bethany House Services facilities and shelter-adjacent work sites
About Bethany House Services
Bethany House Services (BHS) is a nonprofit residential family homeless shelter dedicated to ending family homelessness through trauma-informed, housing-focused, and family-centered care. We partner with families, community resources, and a network of service providers to help families move from crisis to stability with dignity and hope.
Position Overview
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.
Key Responsibilities
- Intake Scheduling and Coordination
- 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.
- Intake Assessment and Eligibility
- 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.
- Documentation and Data Entry
- 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.
- Referral and Resources
- 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.
- Interagency Collaboration and Compliance
- 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.
- Quality Assurance and Continuous Improvement
- 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.
- Program Collaboration and Operations
- 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.
- Outtake & Exits
- 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.
Minimum Qualifications
- 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.
Preferred Qualifications
- 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.
Key Competencies
- Trauma-informed, client-centered engagement
- Strong administrative, scheduling, and data-management skills
- Clear written and verbal communication; accurate documentation
- Customer-service orientation with a warm, respectful approach
- Multitasking, prioritization, and time management in a high-volume intake setting
- Collaboration and teamwork across cross-functional staff
- Professional boundaries, ethics, and confidentiality (HIPAA, 42 CFR Part 2 as applicable)
Physical and Work Environment
- Office and shelter-adjacent settings; in-person contact with families.
- Ability to sit for extended periods; use computer workstations; occasional light lifting (up to 20 lbs).
- Exposure to crisis situations; ability to apply de-escalation techniques and follow safety protocols.
Compliance and Clearances
- Background check, driving record check, and TB/health screening as required.
- Completion of agency trainings (trauma-informed care, mandated reporter, CPI/nonviolent crisis intervention, HMIS, safety) or willingness to obtain.
- Adherence to HUD, JFS, HMIS, and agency documentation and privacy standards.
Why Bethany House Services?
- 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.
Bethany House Services is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and clients. If you require accommodations during the application process, please contact us.
Note: This role may require occasional evening and weekend commitments to support CAP scheduling and family needs.
Equal Opportunity Employer; Veterans/Persons with Disabilities are encouraged to apply.
