Intake Program Coordinator

Intake Program Coordinator

Type of Position Full time

Search Location(s) Fishkill, NY

Apply Now (https://phe.tbe.taleo.net/phe03/ats/careers/v2/applyRequisition?org=CPOFNYS&cws=45&rid=7749)

Job Brief

Intake Program Coordinator

Shift Worked:

Varies

Weekly Hours:

37.5

FLSA Status:

Non Exempt

Pay range:

33.34

Position Summary:

The Intake Program Coordinator is responsible for coordinating admissions and referral processes for all CP Unlimited Hudson Valley Division programs and services while ensuring maximum program utilization and compliance with OPWDD requirements. This position serves as the primary liaison between referral sources, Care Managers, OPWDD, individuals seeking services, and their families.

In addition, the Intake Program Coordinator will lead the agency's self-advocacy initiatives by supporting individuals in developing leadership skills, promoting self-determination, facilitating self-advocacy activities, and overseeing all advocacy-related grants. The position ensures grant compliance, reporting, and achievement of program objectives while advancing opportunities for individuals receiving services to actively participate in agency and community advocacy efforts.

This position works collaboratively with agency leadership to support strategic growth, program development, and person-centered service delivery.

Position Duties:

• Screen and process applications for all agency services and programs.

• Coordinate and schedule Intake Committee meetings with Care Managers and other stakeholders.

• Chair the agency Intake Committee and ensure timely review of all referrals and applications.

• Maintain residential and program waitlists and actively market service opportunities.

• Prepare comprehensive written summaries for prospective individuals receiving services.

• Complete and submit all required OPWDD documentation, including DDP1, DDP2, Participant Change Forms, Authorization Requests, admissions, transfers, and discharge documentation.

• Obtain required approvals from OPWDD/Regional Office personnel for admissions and transfers.

• Coordinate residential and program tours for prospective individuals and families.

• Identify appropriate candidates for vacancies and coordinate visits, trials, and pre-admission activities.

• Ensure required visitation summaries and intake documentation are completed accurately and timely.

• Participate in monthly Vacancy Management meetings and maintain communication with OPWDD regarding residential vacancies, temporary placements, and program capacity.

• Monitor residential fill rates and collaborate with leadership to maintain maximum utilization of agency programs.

• Develop, review, and update intake, admission, transfer, and discharge policies and procedures.

• Prepare weekly intake reports and monthly scorecard data for leadership review.

• Assist with new program development, program expansions, and strategic growth initiatives.

Self-Advocacy Leadership

• Serve as the agency lead for self-advocacy initiatives and activities.

• Facilitate and support agency self-advocacy groups, meetings, and events.

• Promote opportunities for individuals receiving services to engage in self-determination, leadership development, and community participation.

• Assist individuals in understanding and exercising their rights, responsibilities, and choices through person-centered practices.

• Collaborate with individuals receiving services, families, staff, and community partners to advance advocacy efforts.

• Support participation in local, regional, and statewide self-advocacy organizations and events.

• Coordinate educational opportunities related to self-advocacy, supported decision-making, voting rights, civil rights, and community inclusion.

• Ensure that the voices and perspectives of individuals receiving services are incorporated into agency planning and quality improvement initiatives.

• Work with management to develop strategies that strengthen self-advocacy opportunities across all programs.

Grant Administration and Compliance

• Coordinate and administer all self-advocacy and advocacy-related grants.

• Prepare grant applications, renewals, budgets, supporting documentation, and required submissions.

• Monitor grant performance measures, deliverables, timelines, and expenditures.

• Ensure compliance with grant requirements, OPWDD regulations, and funding source expectations.

• Collect and maintain program data for grant reporting and evaluation purposes.

• Prepare and submit timely grant reports to funding entities and agency leadership.

• Collaborate with program staff to implement grant-funded initiatives and achieve established outcomes.

• Identify and pursue opportunities for advocacy-related funding and program enhancement.

Marketing and Community Relations

• Coordinate outreach and marketing efforts for CP Unlimited Hudson Valley Division programs and services.

• Represent the agency at community events, resource fairs, conferences, and stakeholder meetings.

• Develop promotional materials and support communication efforts through open houses, presentations, social media, and community engagement activities.

• Maintain positive working relationships with Care Managers, OPWDD representatives, schools, hospitals, referral sources, and community partners.

Administrative Responsibilities

• Maintain accurate records, databases, tracking systems, and administrative reports.

• Assist leadership with strategic planning initiatives related to program growth and service development.

• Coordinate biannual reviews of DDP2s, CAS assessments, and related documentation to ensure alignment with individual needs.

• Provide monthly progress reports to the Executive Director.

• Attend committees, meetings, trainings, and professional development opportunities as required.

• Perform other duties as assigned.

Skills and Abilities

• Strong knowledge of OPWDD services, regulations, and person-centered practices.

• Excellent oral, written, and presentation skills.

• Strong organizational and project management abilities.

• Ability to manage multiple priorities and meet deadlines.

• Strong interpersonal and relationship-building skills.

• Ability to work independently and collaboratively across departments.

• Commitment to diversity, equity, inclusion, self-determination, and person-centered supports.

• Experience with Supported Decision-Making and Personal Outcome Measures (POMs) preferred.

• Proficiency with Microsoft Office and electronic record systems.

• Attention to detail and commitment to regulatory compliance and best practices.

• Solutions-oriented mindset with strong problem-solving capabilities.

Requirements:

• Bachelor's Degree in Social Work, Psychology, Human Services, Education, Public Administration, or a related field required.

• Minimum of two (2) years of experience supporting individuals with intellectual and developmental disabilities.

• Experience with OPWDD programs, admissions, care coordination, advocacy, grant management, or program development preferred.

• Experience facilitating self-advocacy initiatives or working with self-advocate groups preferred.

• Valid New York State Driver's License and ability to meet CP Unlimited vehicle operator requirements.