Intake Scheduling Coordinator Jobs in Bothell, WA

Description

About Us: Vision House is a nonprofit Christian organization helping families with children break the cycle of homelessness. Through transitional housing, programs and supportive services, we provide families in Washington State with opportunities for life change to overcome trauma, generational poverty and situational homelessness. Regardless of race, religion, national origin, gender or sexual preference, every person deserves a healthy home.

Job Summary: The Family Program Coordinator supports the daily operations of Vision House's Family Program, assisting with resident communication, data management, and special events. This role coordinates the preparation of apartments for new families, manages the resident store, and helps facilitate positive program experiences for residents. The Family Program Coordinator plays a key role in maintaining administrative tasks and supporting both staff and residents.

REPORTS TO:     Family Program Site Manager

HOURS:              40 hours per week, hourly, Monday-Friday based on program needs

LOCATION:        Renton

Our new Family Program Coordinator will enjoy the following benefits:

• $24.00-$26.00 per hour DOE
• Health insurance: Medical $75-$150/month, Dental $13/month, Vision $2/month (family rates available)
• Retirement plan with up to a 3% matching employer contribution
• 3 weeks of paid vacation (increases with service)
• 13 days of paid holidays
• 9 days of Sick Leave (Separate from PFML & FMLA)
• Employee Assistance Program
• Generous Childcare Tuition Assistance

At Vision House, we serve populations from a variety of backgrounds. We strongly value diversity and actively seek applicants that will balance our employment workforce to align with the populations we serve. Questions regarding our commitment to Diversity, Equity, and Inclusion can be directed towards our HR department.

Key Responsibilities

Program & Resident Support

• Manage monthly rent calculations and verification processes, including maintaining rent spreadsheets, following up with Case Managers (CMs) regarding required documentation, and submitting completed information as needed.
• Conduct bi-weekly resident unit checks and coordinate staff support as needed; maintain accurate records and enter unit-check data into Apricot.
• Prepare apartments and welcome baskets for new families, coordinating with the Maintenance team as necessary.
• Send new-family welcome communications and provide families with relevant program information upon move-in.
• Oversee the resident store, including inventory management, organization, receiving and accurate data entry into Apricot.
• Coordinate the management and intake of donations for garages and other program needs.
• Maintain an organized, clean, and welcoming environment throughout closets, garages, offices, and other shared program spaces.
• Manage and maintain the Amazon Wishlist, ensuring requested items accurately reflect current program needs.
• Coordinate the availability of essential resident supplies, including laundry and dishwasher pods.
• Maintain adequate office and household supplies, including paper and printer supplies, cleaning supplies, toilet paper, paper towels, hand soap, and other necessities.

Events & Family Programming

• Plan and coordinate resident events and family activities, including volunteer coordination, activities, food and paper products, decor, staff assignments, communication, setup, and breakdown.
• Lead pre-event team meetings and ensure staff and volunteers understand their roles and responsibilities.
• Create and distribute a monthly calendar of events for residents and staff.
• Provide support for Kids Club and Tuesday evening childcare coverage as needed.

Volunteer Coordination

• Serve as the primary point of contact for program volunteers, including orientation, scheduling, communication, and ongoing support.
• Manage volunteer schedules and records through Better Impact.
• Coordinate volunteer needs and staffing with Volunteer Coordinator and other relevant team members.

Program Administration & Data Management

• Accurately enter and maintain attendance records for classes and Kids Club in Apricot.
• Maintain accurate program and resident records in Apricot, including unit-check and resident-store information.
• Coordinate bi-weekly KidVantage orders for children and families and arrange Thursday pickups.
• Manage program cameras and the community center doorbell system.
• Communicate monthly newsletter needs and relevant program updates to Volunteer Coordinator.
• Maintain organized program documentation and ensure information is communicated effectively to the appropriate team members.
• Ensure required Alliance processes and background checks are completed and maintained for volunteers at both the Renton and Shoreline locations.

Team Coordination & Communication

• Record Monday morning team meeting notes, assist with preparing agendas or discussion points and distributing meeting notes and follow-up items to the team.
• Communicate regularly with Maintenance, volunteers, staff, and other internal partners to ensure program needs are addressed efficiently.
• Coordinate staffing and operational needs across program activities and events.
• Perform other duties as assigned.

Requirements

Family Program Coordinator candidates should have the following qualifications:

• Experience working with children and families who are at risk or are experiencing homelessness.
• Experience working with diverse and/or special needs population preferred.
• Knowledge of homelessness, domestic violence, trauma and the effects on children. 
• Experience with administrative support, including data entry and file management. Excellent written, verbal and electronic communication skills.
• Event planning experience, preferred.
• Ability to handle sensitive information in a confidential manner.
• Ability to work collaboratively with team staff in a participatory environment.
• CPR and First Aid Certification within first three months of hire date. 
• Must be willing to work a flexible schedule, depending on program needs.
• Flexibility and adaptability to handle a variety of tasks. Ability to cover job duties for other staff as needed.
• Valid Washington State Driver's License, good driving record and reliable transportation.
• Ability to pass background check.
• Must be an active follower of Jesus Christ and have the ability to sign our Statement of Faith.

Key Competencies

• Strong organizational and time-management skills
• Excellent communication and interpersonal skills
• Ability to manage multiple priorities and deadlines
• Strong attention to detail and accuracy
• Ability to work independently while collaborating effectively with a team
• Strong problem-solving and follow-through skills
• Commitment to creating a welcoming, supportive, and organized environment for families and children

Physical Requirements

• Ability to lift, carry, and transport items weighing 50+ pounds, including navigating stairs when necessary.
• Ability to assist with event setup, breakdown, moving supplies, organizing storage areas, and other physically active program responsibilities.