Intake Coordinator - Family Shelter Services

About Bill Wilson Center:

Bill Wilson Center provides services to children, youth, young adults, and families in Santa Clara County. Additionally, we reach clients through our street outreach and crisis line programs. Bill Wilson Center programs focus on housing, mental health care, supportive services, and advocacy. Bill Wilson Center is committed to working with the community to ensure that every youth has access to the range of services needed to grow to be healthy and self-sufficient adults. A key component of Bill Wilson Center's philosophy encompasses a strength-based approach to improving the lives of the youth and young families in our communities. Bill Wilson Center has been providing services to runaway and homeless youth since 1973. Join us and become a difference maker at Bill Wilson Center!

Job Summary:

Under the supervision and direction of the Shelter Manager of the Family Shelter Services, the Intake Coordinator performs the following duties and responsibilities.

Essential Duties/Responsibilities:

Client Assessment and Planning

• Conduct comprehensive intake assessments to understand each family’s unique needs, strengths, and circumstances.
• Ensure timely outreach and follow-up with all referred participants.
• Complete intake processes for program enrollment in a thorough and timely manner.
• Manage referral tracking, including oversight and accurate data entry.
• Maintain accurate, organized, and confidential client records and documentation.

Resource Connection and Advocacy

• Coordinate with Case Managers and the Program Manager to support onboarding, room placement, and service alignment.
• Work collaboratively with case management staff to ensure families are connected to appropriate resources and supportive services.
• Maintain up-to-date knowledge of county and community resources, including referral processes.
• Collaborate with the North County Family Shelter inter-agency team to address client needs and service coordination.

Support and Empowerment

• Track and support families progress toward identified goals during the intake and transition process.
• Accurately document all intake activities, outcomes, and relevant client information.

Monitor and Evaluation

• Maintain and update all required data in AWARDS and/or HMIS systems in a timely and compliant manner.
• Compile and maintain statistical data and reports, ensuring accuracy and adherence to reporting requirements.

Collaboration and Communication

• Attend required meetings, including Office of Supportive Housing (OSH) and North County Family Shelter meetings.
• Participate in case conferences and team discussions related to intake and service coordination.
• Maintain consistent and reliable attendance in alignment with program needs.
• Perform additional duties as assigned to support program operations.

Additional Responsibilities

• Participate in professional development opportunities.
• Attend agency and other program meetings and trainings as appropriate.
• Participate in agency Program Quality Improvement activities and initiatives.
• Participate in agency Safety initiatives and proactively report safety issues to management immediately.
• Ensure cleanliness and tidiness at the Family Shelter site. Report maintenance and safety issues to the manager or the Facilities Manager immediately.
• Regular attendance is a requirement of the position.
• Other duties may be assigned.

Supervisory Responsibilities

This job has no supervisory responsibilities.