Intake and Case Initiation Coordinator

This is a fully remote position, open to applicants in United States.

📋 Description

• Develop, test, document, modify, and continuously enhance intake policies and procedures, which include forms, checklists, routing protocols, data standards, and handoff procedures.

• Receive, review, organize, and input incoming case information in accordance with established procedures.

• Create and uphold accurate case initiation records in designated systems, trackers, and shared files.

• Monitor provider assignments, documentation, service continuity considerations, language needs, travel or logistics flags, deadlines, and information gaps.

• Collaborate with network management, legal service providers, workflow and data leads, training and communications staff, and project leadership.

• Assist in provider onboarding and vetting by tracking submissions, confirming completeness, maintaining documentation, and reviewing exceptions within delegated authority.

• Keep action logs, status notes, and operational summaries up to date.

• Analyze operational trends, recurring data issues, process gaps, duplicative steps, and risks associated with handoffs; implement corrective actions and improvements.

• Advise project leadership on intake workflows, case initiation practices, exception handling, resource requirements, and operational decisions.

• Make timely decisions within delegated authority, document the rationale, and escalate issues when necessary.

• Prepare meeting notes, agendas, status updates, and other project documentation.

• Safeguard confidential, proprietary, personally identifiable, and case-sensitive information.

• Perform additional intake, documentation, data quality, coordination, and operational support tasks as assigned.

⛳️ Requirements

• High school diploma or GED and over 2 years of experience in supporting program operations, intake, case coordination, customer service, administrative coordination, data entry, project coordination, or similar roles; or a comparable combination of education and experience.

• Excellent written and verbal communication skills.

• Capability to manage multiple tasks and prioritize competing deadlines effectively.

• Skill in organizing incomplete or high-volume information, resolving routine data gaps, and coordinating efforts across multiple stakeholders.

• Good judgment and discretion when managing confidential, personally identifiable, and case-sensitive information.

• Ability to problem-solve, meet deadlines, work independently, and escalate issues appropriately.

• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, Teams, and SharePoint or similar collaboration tools.

• Collaborative, responsive, customer-service oriented, and adept at working in a fast-paced implementation environment.

• Experience in maintaining accurate records, trackers, forms, shared files, or case information in a structured documentation environment.

• Experience in coordinating tasks across multiple stakeholders, following up on missing information, meeting deadlines, and exercising independent assessment and judgment.

• Ability to comply with 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.