Intake Coordinator

Location: Rochester, NY | Full-Time

Do you thrive in a fast-paced environment where organization, communication, and attention to detail make a real difference? Lifetime Assistance Inc. is seeking a highly capable Intake Coordinator to support our team and help guide individuals and families through the first steps of receiving services. This role is ideal for someone who enjoys being the go-to person, managing multiple responsibilities, and supporting work that has lasting community impact.

About the Role:

As the Intake Coordinator, you will be the primary point of contact for service referrals and intake inquiries across the agency. You'll ensure an efficient and compassionate intake process, support executive-level operations, and play a key role in coordinating critical administrative functions-from managing schedules and committee meetings to tracking program data and supporting family reimbursement efforts.

Key Responsibilities:

• Serve as the central contact for all intake and referral inquiries from families, individuals, and service providers.

• Coordinate and facilitate monthly Intake Committee meetings and maintain agency-wide waitlists and intake files.

• Manage the Family Reimbursement and NYS CARES Subsidy Programs, ensuring accurate records, committee coordination, and audit preparedness.

• Input and oversee Developmental Disability Profile (DDP) data and provide assistance to internal program teams.

• Assist with agency purchasing, obtaining vendor quotes, and maintaining purchase order systems.

• Support office operations, identify process improvements, and help ensure efficient workflows across departments.

What We're Looking For:

• Minimum of 2 years of administrative experience in an office setting.

• Strong written and verbal communication skills, with a focus on professionalism and clarity.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint; Access a plus).

• Excellent organizational and time management abilities; capable of managing multiple priorities.

• A high level of discretion and the ability to handle sensitive information confidentially.

• A proactive, solutions-oriented approach and the ability to work both independently and collaboratively.

Why Join Lifetime Assistance:

At Lifetime Assistance, you'll be part of a mission-driven team that helps individuals with developmental disabilities live fulfilling, independent lives. We offer a supportive environment, opportunities to grow, and the satisfaction of knowing your work contributes to something meaningful every day.