TITLE: Youth Intake Coordinator

DEPARTMENT: Family Services Department

REPORTS TO: Family Services Coordinator

COMPENSATION: $20 - 22/hr

FLSA: Nonexempt

HOURS: Part Time - 25 hours per week, schedule to be determined by Supervisor

START DATE: ASAP

Heart of Los Angeles (Heart of LA) provides underserved youth with exceptional programs in academics, arts and athletics within a nurturing environment, empowering them to develop their potential, pursue their education and strengthen their communities.

Our core values are: Respect, Responsibility, Positive Communication, Support, and Inclusion.

POSITION SUMMARY:

Heart of Los Angeles is seeking an Intake Coordinator. This role is the face of Heart of LA for visitors and callers, and is considered an ambassador for Heart of LA. They are responsible for supporting the delivery of our program services and connecting families to our Family Services Department.

The ideal candidate will have outstanding attention to detail, strong interpersonal and communication skills, and the ability to work effectively with a wide range of constituencies in a diverse community.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Greet and assist all visitors, youth, parents, staff, and volunteers in a professional and friendly manner.
• Manage front desk phone system and direct calls or inquiries as needed.
• Oversee check-in and check-out procedures for youth, visitors, and volunteers.
• Provide front-desk coverage during business hours, serving as the first point of contact for all visitors, youth, and families.
• Maintain a clean, organized, and welcoming front desk and hall area.
• Assist with closing procedures at the end of each day (7:00 PM).
• Maintain centralized and up-to-date information on program session dates, enrollment periods, room usage, and general programming.
• Monitor and track online interest form submissions, ensuring follow-up within 24–48 hours.
• Reach out to families who have submitted inquiries to confirm interest and provide program details.
• Coordinate with program staff to ensure accurate enrollment tracking and communication regarding waitlists or new openings.
• Support staff, volunteers, and management with basic requests and resource needs.
• Serve as an information hub for all Heart of LA programming at the front desk.
• Respond to community inquiries and provide general resource information.
• Support recruitment efforts by explaining available services and programs to new families.
• Create and distribute outreach materials, including flyers and informational packets.
• Create and post decorative and informational signage for holidays, events, and programs.
• Maintain and update bulletin boards and digital announcement displays in public areas.
• Design outreach and promotional materials using tools like Microsoft Word, Excel, Google Drive, Adobe Acrobat, Canva, and design/layout programs.
• Supervise youth in the front desk area, hallways, and exterior areas.
• Announce and help gather youth for classes and scheduled programs.
• Support campus safety protocols and assist in monitoring compliance.
• Collaborate with the Operations Director to stay informed of current Health & Safety policies.
• Assist clients and families with account-related inquiries and basic technical support.
• Other duties as assigned.

MINIMUM QUALIFICATIONS (EDUCATION, EXPERIENCE, SKILLS):

• Excellent customer service skills.
• A strong desire to interface with youth and families.
• Strong and effective written and oral communication skills.
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
• Ability to speak, read, and write Spanish with native/proficient fluency, and ability to communicate with native monolingual Spanish speakers.
• Demonstrated ability to function within a high-volume and fast-paced environment.
• Ability to multitask and be resourceful.
• Strong attention to detail and organizational skills.
• Comfortable with taking accountability for job duties and being solutions-oriented.
• Ability to maintain a high-degree of confidentiality and build trust with clients.
• A collaborative team-working style with ability to relate effectively with people from diverse backgrounds.
• Proficient with Google Workspace and Microsoft Office, office equipment, and conducting internet research.
• The highest standards of conduct and comportment; the ability to be a strong role model for youth during all working hours; treat visitors, youth, families, and staff with respect.
• Aligned to the mission, vision, and equity commitments of Heart of LA.
• Successfully pass a DOJ background check after receiving an offer of employment.

PHYSICAL DEMANDS & WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle, or feel objects, tools or controls. The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate. The building environment may not provide air conditioning and heat in all areas. Outdoor work is expected in some cases.

PERMISSION TO PHOTOGRAPH

I give my consent for photographs, video, or any other medium to be taken of me at Heart of LA’s discretion. Heart of LA has the right to reproduce, distribute, sell, transmit, publish, exhibit or otherwise use any and all photographs, video, or other materials in which I may appear, or any portion thereof, on any platforms it uses now or will use in the future.

UNDERSTANDING OF AT-WILL EMPLOYMENT STATUS

I understand and agree that my employment with Heart of Los Angeles (Heart of LA) is at-will and can be terminated with or without cause or notice by either Heart of Los Angeles (Heart of LA) or myself. I also understand that no supervisor or any employee of Heart of Los Angeles (Heart of LA) has the authority to enter into any agreement for employment for any specified period of time or to make any agreement contrary to the at-will relationship described above. The at-will relationship will remain in effect throughout my employment with Heart of Los Angeles (Heart of LA).

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills or abilities.

As an equal opportunity employer, Heart of LA values having a diverse workforce and continuously strives to maintain an inclusive and equitable workplace. We encourage people with a diverse range of backgrounds to apply. We do not discriminate against any employee or applicant on the basis of race, color, national or ethnic origin, religion, age, gender, handicap, pregnancy, sexual orientation, veteran status, or any other legally protected characteristics.