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Centralized Intake Coordinator/Specialist

Modification may be made upon final selection

Position Summary-

The Centralized Intake Coordinator is UCAN's primary point of contact for placement and service referrals from the Illinois Department of Children and Family Services (DCFS) - including the Centralized Matching Team (CMT), Clinical Intervention for Placement Preservation (CIPP), and placement/emergency teams - as well as other referral sources. The Coordinator receives, screens, and triages incoming referrals; matches the needs of children, youth, and families to current openings across UCAN's program hubs; and partners with program intake specialists to coordinate admission once a match is identified. This role maintains real-time visibility into vacancy and capacity across UCAN's continuum of care and serves as the connective point between referring agencies and UCAN programs.

Essential Duties & Responsibilities

• Serve as the single, centralized point of intake for DCFS and external referrals, ensuring prompt acceptance/deflection decisions within required timeframes (typically within two business days).
• Screens all incoming calls and referral packets for the foster care Program, including emergency referrals.

Conducts intake interview and Completes intake reviews and presents to management during weekly intake meetings.

In consultation with treatment teams and external parties as needed, makes recommendations to management regarding intake.

Arranges pre-placement interviews for referrals that are being considered.

Is available for initial placement visit in the home.

Conducts all follow-up on all referrals until admission, including both internal and external communication.

Completes all required intake and consent forms at admission.

Liaison to DCFS Deputy Director's Office as regards to referrals and openings.

Explores and participates in identifying and recruiting new referral sources.

Participates in residential program staffing for client transitions.

• Receive and review referral packets and supporting documentation (e.g., CFS 1452 series, clinical assessments, case history) for completeness, accuracy, and eligibility.
• Screen and triage referrals against program eligibility, level of care, licensing requirements, and current capacity across UCAN's program hubs (foster care, residential/therapeutic youth home, transitional and independent living, therapeutic day school, counseling, and teen parenting services).
• Match children, youth, and families to appropriate vacancies based on clinical and behavioral needs, level of care, geography, demographics, and availability.
• Maintain and continuously update a centralized vacancy and capacity tracker across all program hubs so placement decisions reflect real-time openings.
• Communicate acceptance, deflection, or hold decisions to referring caseworkers and supervisors, and document the rationale and outcome for each referral.
• Hand off matched referrals to the appropriate program intake specialist and coordinate the logistics of admission, scheduling, and placement.
• Track and report referral pipeline metrics - volume, source, acceptance and deflection rates, and time-to-placement - and surface trends and capacity gaps to leadership.
• Build and maintain strong working relationships with DCFS staff (CMT, CIPP, permanency and placement teams) and other referral partners.
• Ensure all intake activity complies with DCFS rules and procedures, licensing standards, confidentiality requirements (HIPAA), and UCAN policy.
• Maintain accurate, timely records in UCAN's intake systems and applicable state databases.

Coordination & Collaboration

This is an individual contributor role with no direct reports. The Coordinator owns the front end of the referral process - intake, screening, and matching - and works in close partnership with program intake specialists, who lead placement coordination once a match is confirmed. Effective handoffs, shared visibility into capacity, and consistent communication between the Coordinator and program teams are essential.

Qualifications

Education & Experience

• Bachelor's degree in social work, human services, psychology, or a related field required.
• Two or more years of experience in child welfare, foster care, residential, or social services - ideally in intake, admissions, placement, or case coordination.
• Working knowledge of Illinois DCFS systems, rules, and placement/matching processes (CMT, CIPP, levels of care) strongly preferred.

Knowledge, Skills & Abilities

• Strong organizational skills; able to triage and prioritize a high volume of referrals under time pressure.
• Sound clinical and case judgment to match needs to the appropriate level of care.
• Excellent written and verbal communication; delivers clear, timely decisions to external partners.
• Comfort building data trackers; proficient with spreadsheets, databases, and Microsoft Office.
• High attention to detail and discretion with confidential information.
• Collaborative, solutions-oriented approach across teams.

Additional Requirements

• Successful completion of all required background checks (including DCFS/CANTS and fingerprinting).
• Valid driver's license and reliable transportation if travel between sites is required.