Intake Coordinator

Providence or Middletown, RI
Full Time
Aging Well
Entry Level

About the Bonus and Stipend 

Funds from The American Rescue Plan Act of 2021 (ARPA) allow us to offer a one-time sign-on bonus of $750 processed upon completion of 90 days of employment. An additional monthly stipend is available upon completion of each month based on hours worked, up to $750. These funds are guaranteed through June 30, 2023. 

Fast Facts 

FLSA Status: Exempt 

Hours: 37.5 per week 

Benefits Eligibility: Eligible 

Supervisory Responsibilities: None 

Travel Requirement: Ability to work in both Providence and Middletown offices 

Department: Aging Well 

Reports to: Jessica Stephens-Burt 

Education Requirement: High school diploma or equivalent + experience; or an Associates degree 

Licensure Requirement: 

Experience Level: At least 1 year in medical office setting  

Primary location: Middletown; Providence at least 1x per week 

Misc.: Bilingual (English–Spanish speaking candidates preferred) 


About Your Team 

The Aging Well team is a community leader in providing assistance to the growing elderly population of Rhode Island. We support clients in obtaining resources to address their needs from housing to mental health services. 

What You’ll Be Doing 

This is a new position we are offering to the right candidate! You will have the exciting opportunity to help senior leadership build this role from the ground up. You will be responsible for managing referrals for services, both in-house and community-based, for our Aging Well elder care program. You will be looked to for innovative ideas to streamline the referral management process, developing a systematic approach that will inform your workflow. You will be responsible for all aspects of referral coordination to include receiving and reviewing referral requests from multiple sources, coordinating the referral, monitoring the process, and ensuring completion of each referral. 

Your Main Priorities 

While you will likely have additional responsibilities arise on the job, primarily you’ll: 

  • Work independently to develop and expand an organized referral management system. 

  • Receive incoming referrals from multiple sources (phone, fax, web-based platforms). 

  • Organize and assign referrals to appropriate case manager. 

  • Gather client information, as needed. 

  • Communicate with clients and outside organizations to ensure fulfillment of requests. 

  • Maintain clients’ electronic records. 

  • Ensure each referral is dealt with in a timely manner. 

  • Follow up with patients and organizations, as necessary. 

  • After development of system: monitor daily census and run reports for all programs 

Who You Are 

You are a go-getter with excellent organization, time-management, and critical thinking skills. You’re a team player with effective communication and project management skills. You’re an innovative problem-solver who is highly motivated to help build this position and an efficient and straightforward referral management process. Like us, you love to help people, which requires empathy, flexibility, and patience. You are attentive and diligent in your work processes, but helpful, collaborative, and light-hearted in your work interactions! 

Preferred Qualifications  

Desired Skills 

  • Associates degree (preferred) or a high school diploma (or equivalent) with 1+ years of office experience 

  • Intake coordination experience (preferably in a hospital setting) 

  • Experience managing Electronic Medical Records 

  • Bilingual (English–Spanish speaking candidates preferred) 


  • Collaborative mindset 

  • Effective communication 

  • Project management 

  • Time-management 

  • Organizational skills 

  • Empathy & emotional intelligence 

  • Courteous phone etiquette 

  • Intermediate computer skills 

  • Intermediate MS Office 365 skills 


Research shows that women and marginalized groups are less likely to apply for a job if they don’t meet every desired qualification or skill. While we have listed some desirable attributes, we know that there are plenty of great candidates that may not check every box—we encourage you to apply anyway.

Who We Are 

At Child & Family, we hold two core beliefs; that individuals and communities thrive when supported by strong families and that a community works best when it accepts responsibility for all its members. These beliefs influence everything we do and have guided our growth since we first opened our doors in 1866. 

We are a private 501(c)(3) non-profit provider of social services. Operating with eight facilities, we help over 6,000 community members every year and house over 150 people each night. We deliver an extensive array of family programming including childcare, individual and family counseling, foster care, and in-home family strengthening programs, among others. 

Our Mission 

To strengthen individuals, families, and the communities in which they live by identifying needs and utilizing best practices. 

Our Vision 

Empowered, engaged community members who thrive.

Benefits and Perks

All full-time and part-time employees are considered benefit eligible and are eligible for all Agency benefits. Temporary employees are considered not benefit eligible and are only eligible for paid time off under the Healthy and Safe Families and Workplaces Act.

Offers of Employment

All offers of employment are contingent upon the successful and favorable completion of:

  • Rhode Island Bureau of Criminal Identification and Investigation (BCI)
  • National fingerprint check
  • Rhode Island Department of Children, Youth and Families (DCYF) Child Abuse and Neglect Tracking System (CANTS)
  • Tuberculosis test
  • COVID-19 vaccination
  • For positions that require driving to/from client meetings and/or driving clients:
    • Valid drivers license
    • Motor vehicle record
    • Vehicle registration
    • Proof of insurance
  • For positions within our Sandpipers program as required by the Rhode Island Department of Health:
    • 1 dose of Flu vaccine every year
    • 2 doses of MMR (measles, mumps, rubella) vaccine
    • 1 dose of Tdap (tetanus, diphtheria, pertussis) vaccine
    • 2 doses of Varicella (chickenpox) vaccine

Equal Employment Opportunity

Child & Family will not discriminate against any individual on the basis of race, color, religion, sex (including pregnancy, gender, gender identity, and sexual orientation), marital status, parental status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, or any other protected category under local, state or federal law. These protections extend to all management practices and decisions, including recruitment and hiring, performance evaluation and management systems, promotions, training, and career development programs. Consistent with these obligations, the Agency also provides reasonable accommodations to employees and applicants with disabilities and for sincerely held religious beliefs, observances, and practices.

Affirmative Action

Child & Family strives to achieve a workforce that includes representation of qualified affirmative action group members in proportion to the qualified and available target group workforce in the community that we serve.


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