Intake Coordinator

The Intake Coordinator is responsible for providing a professional level of administrative and client-facing support to assist departments of Foothill Unity Center, Inc. (FUCI) in coordinating operational, logistical, and intake functions. This role serves as the first point of contact for clients, ensuring a welcoming environment and smooth access to services through accurate intake and referral processes. The role also supports coordination of services for homebound clients and food delivery logistics, while working cooperatively with all staff. This position may provide guidance and oversight to volunteers or trainees in support of daily operations and special events.

We are seeking candidates with Chinese language skills (Mandarin or Cantonese), which are highly preferred given the needs of the client population we serve.

Essential Duties and Responsibilities:

• Assures that the mission and values of the organization are upheld and that the face of FUCI reflects compassion for all, integrity in practices, and professionalism overall.
• Provide timely administrative support to FUCI departments as needed.
• Work within departments as assigned to cultivate and develop new procedures and techniques.
• Maintains a cheerful, friendly atmosphere and a neat office environment for staff, volunteers, and guests.
• Trains, schedules, and supervises volunteers and trainees.
• Take accurate, legible messages and ensure timely delivery to the intended recipient.
• Maintain awareness of staff movements in and out of the building to ensure smooth operations.
• Provide administrative and general clerical support, including overflow tasks from other departments.
• Performs related assignments as requested by the Center's management.
• Provide information to callers and address general inquiries.
• Direct visitors to their destinations and assist clients with queries.
• Coordinate with clients who are homebound and assist with logistics for food delivery services through Dial-a-Ride, DoorDash, and other delivery partners.
• Serve as a first point of contact for clients entering the Center, providing a welcoming and supportive introduction to services.
• Conduct initial intake with clients, gathering demographic and basic needs information, verifying documentation, and entering data into the Client Services Management System (CSMS) and CRM platforms.
• Ensure completeness and accuracy of client records and maintain confidentiality in accordance with agency and legal standards.
• Support client eligibility screening and refer individuals to appropriate programs, services, or staff based on identified needs.
• Assist with scheduling, follow-ups, and documentation to ensure smooth access to services for clients.
• Provide oversight into the intake and data collection process, supporting consistency, accuracy, and alignment with reporting standards.
• Other duties as assigned.

Supervisory:

This position does not oversee staff but may provide guidance and day-to-day oversight to assigned volunteers or trainees.

Qualifications:

Education/Experience

An equivalent combination of education and experience is acceptable.

• AA Degree or equivalent or other administrative experience is a plus.
• Demonstrated previous administrative experience (3 years minimum) with a non-profit organization is preferred.
• Experience with leading justice, diversity, equity, and inclusion initiatives.
• Experience in advocating the organization’s vision and mission.
• Experience supporting community or public services programs, and nonprofit leadership preferred.
• In-depth knowledge of San Gabriel Valley community or comparable diverse communities preferred.

Required Skills/Abilities

• Ability to successfully pass a criminal background check and drug screen prior to hire.
• Reliability in meeting regular work hours, 8:00 am - 4:30 pm daily or longer as needed. Willingness to work on occasional weekends and evenings with prior notification.
• Advanced/expert level of MS Office Suite (Word, Excel, Power point, Publisher) and Adobe.
• Advanced understanding of understanding of computer systems to assist other staff as needed.
• Ability to keep information confidential and exercise good judgment. Ease with others and strong interpersonal skills.
• Chinese language skills (Mandarin or Cantonese) are highly preferred due to the client population served.
• Demonstrated ability to take initiative, follow through, work under pressure, and to complete work independently.
• Key qualities are self-motivation, reliability, maturity and responsibility, flexibility, and a sense of humor.
• Good written and oral communication skills.
• Ability to interact with the public graciously and with compassion and empathy, in person and over the telephone with a diverse population.
• Work cooperatively with colleagues as a team member.
• Ability to publicly advocate on behalf of Foothill Unity Center and the people it serves.

Personal Characteristics

• Compassion for vulnerable people of all races and ethnicities, origins, abilities, religions, genders, and ages.
• Critical thinker and problem solver who is comfortable making tough decisions.
• High degree of emotional intelligence, interpersonal skills, empathy, and humility.
• Comfort working in a multi-ethnic and diverse organization.
• Deep commitment to diversity, equity, and inclusion.

Work Environment:

• The work is typically performed in an office environment, with a moderate noise level.
• Occasional travel to company or client locations during the day and occasional evenings and weekends may be required.

Physical Demands:

• Ability to sit, stand, and move as needed to complete requisite paperwork.
• Ability to commute to various client settings in the community, and to other FUCI locations.
• Ability to lift and carry up to 20 lbs. of employee and business files.
• Ability to work at a computer terminal for the bulk of the workload for this position.