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Intake Coordinator Job Description

Part Time (20 Hours Per Week)

Grace Counseling is seeking a part-time intake coordinator to work 20 hours per week.

  • Intake Coordinators are the connection between clients and therapists at Grace Counseling.
  • As the first point of contact for individuals seeking counseling, this role is essential in creating a welcoming and seamless experience for clients.
  • Intake Coordinators guide clients through the intake process, answering initial questions, matching them with the right therapist, coordinating schedules, ensuring paperwork is completed, and scheduling follow-up appointments as needed.
  • They also assist with last-minute scheduling changes, administrative requests, and office operations.

This is a fast-paced position within a growing non-profit organization dedicated to making high-quality mental health care accessible. We are seeking a candidate who thrives in a dynamic environment, values innovation, excels at multitasking, and has exceptional attention to detail.

The ideal candidate is adaptable, solution-oriented, and comfortable navigating change while ensuring a smooth intake process for clients and therapists.

Duties & Responsibilities:

  • Handles the initial intake process for new clients

  • Assesses client needs and matches them with the appropriate therapist

  • Schedules all new client sessions

  • Electronically sends and manages new client paperwork

  • Manages client communication via phone and email

  • Triages and assesses client inquiries and concerns

  • Schedules and reschedules appointments as needed

  • Manages therapist scheduling capacity and waitlist

  • Oversees front desk operations during therapist sessions

  • Greets and checks in clients, providing assistance and answering questions

  • Follows up with clients regarding payment information and outstanding invoices

  • Attends monthly staff meetings and prepares reports as needed

  • Provides community referrals where appropriate

  • Maintains and organizes office operations

Necessary Skills & Requirements:

  • Education: A bachelor’s degree is preferred

  • Experience:

    • Experience in a counseling center, healthcare, or customer service setting

    • Strong interpersonal skills, with the ability to communicate compassionately and professionally

    • Familiarity with HIPAA compliance and confidentiality standards (preferred)

    • High attention to detail, organization, and problem-solving skills

    • Ability to multi-task and manage multiple priorities in a fast-paced environment

    • Tech-savvy and comfortable using a variety of technology, including:

      • Google Suite (Docs, Sheets, Drive, Calendar, etc.)

      • Electronic Health Records (EHR) systems

        • Appointment scheduling and database management software

      • Email and texting platforms for client communication

    • Working knowledge of counseling terminology, services, and limitations

Personal Characteristics:

The ideal candidate:

  • Has an active walk with Christ and consistently exhibits Christlike character
  • Has a strong work ethic and takes initiative
  • Is highly organized and a self-starter who can troubleshoot and create efficient processes
  • Is emotionally intelligent, with strong listening, validation, and problem-solving skills
  • Is adaptable and thrives in a fast-paced, growing organization
  • Has experience in healthcare or mental health settings

This role is an exciting opportunity to be a part of a mission-driven team that is expanding access to high-quality, affordable counseling services. If you are passionate about helping others, have a talent for organization, and excel in a fast-moving environment, we’d love to hear from you!

Please email resume and cover letter to Lauren Lashbrook, Executive Director, LaurenL@gracecounselingcenter.org.

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