Intake and Office Coordinator - 2025742

Wr; Carol Stream (IL); On-site; USD 40,000 - 50,000; Full time

Benefits offered by this job

Competitive benefits package

Employee discount program

Recognition with Gold-level Cigna Healthy Workforce Designation

Job summary

World Relief is seeking an Intake and Office Coordinator to support the Counseling Center in Carol Stream, IL. As the first point of contact for prospective clients, you will ensure a welcoming experience while managing intake processes and scheduling for clinicians.

The ideal candidate will have an Associate Degree in a relevant field and 1-3 years of experience in client-facing roles, demonstrating strong organizational and interpersonal skills. This role is crucial for enhancing access to quality counseling services.

Qualifications

• 1–3 years of experience with client intake, scheduling and onboarding processes.
• Knowledge of HIPAA compliance and best practices for handling confidential client information.
• Experience conducting intake calls, preferred trauma-informed training.

Responsibilities

• Conduct intake screenings and gather initial information from prospective clients.
• Coordinate scheduling for clinicians and manage client onboarding processes.
• Maintain and organize counseling office systems, and assist with administrative support.

Skills

Organizational skills

Interpersonal skills

Communication skills

Proficiency in Microsoft Office

Fluency in Spanish

Education

Associate Degree in Social Work, Counseling, Psychology

Job description

Are you a person of compassion? An advocate for justice? Someone who stands up for the rights of the vulnerable and speaks out for the marginalized, the exploited and the forgotten? Do you believe in our calling as Christians to welcome the least of these and love our neighbor?

If you answered ‘yes’, to any of the above, World Relief, and millions of people around the world need you.

At this pivotal moment in time, we are rapidly expanding and growing our team to meet the increasing needs of our world. We are looking for people who want to use their gifts and talents to make a real and tangible difference in our world and the lives of the suffering.

If you’re looking for a purpose-driven career in which you can grow your talents, while also standing up for the rights of the vulnerable, we want you to join us today.

ORGANIZATION SUMMARY

World Relief is a global Christian humanitarian organization whose mission is to boldly engage the world’s greatest crises in partnership with the church. The organization was founded in the aftermath of World War II to respond to the urgent humanitarian needs of war‑torn Europe. Since then, for 80 years, across 100 countries, World Relief has partnered with local churches and communities to build a world where families thrive and communities flourish.

Today, organizational programming focuses on humanitarian and disaster response, community strengthening and resilience, and refugee & immigrant services and advocacy.

POSITION SUMMARY

The Intake and Office Coordinator serves as the first point of contact for prospective counseling clients and plays a key role in ensuring a welcoming, organized, and efficient client experience. This position supports the Counseling Center through intake screening, client onboarding, scheduling coordination, record management, grant reporting and day‑to‑day office operations. Working closely with clinicians and program leadership, the Coordinator helps maintain smooth workflows, uphold confidentiality standards, and improve systems that expand access to quality counseling services.

RESPONSIBILITIES

• Serve as the first point of contact for prospective clients, conducting intake screenings and gathering initial information to determine service fit.
• Manage client onboarding processes, including creating and maintaining accurate client records in compliance with HIPAA and organizational standards.
• Coordinate scheduling for clinicians, including initial appointments, follow‑ups, and calendar maintenance.
• Support front‑end client communication (phone, email and in‑person when applicable), ensuring a welcoming and responsive experience.
• Maintain and organize counseling office systems, including digital and physical files, forms, and shared resources.
• Assist in developing, updating and streamlining intake workflows, documentation processes, and team protocols; provide administrative support to the counseling team, including tracking key program data and supporting grant reporting efforts.
• Oversee general office coordination tasks such as supply management, space organization, and basic operational needs.
• Partner with the Counseling Center Director and Manager to improve efficiency, client access, and overall service flow.
• Support special projects and team initiatives related to program growth, systems improvement and client engagement.

QUALIFICATIONS

• Mature and personal Christian faith
• Committed to the mission, vision, and values of World Relief
• Desire to serve and empower the Church to impact vulnerable communities
• Able to affirm and/or acknowledge World Reliefs Core Beliefs, Statement of Faith, Christian Identity, National Association of Evangelicals' For the Health of The Nation document
• Associate Degree in Social Work, Counseling, Psychology or other relevant behavioral health field.
• 1–3 years of experience with client intake, scheduling and onboarding processes.
• Strong organizational skills with the ability to manage multiple priorities in a medium‑paced environment.
• Experience in client‑facing administrative roles, preferably in a behavioral health, social service or healthcare setting.
• Knowledge of HIPAA compliance and best practices for handling confidential client information.
• Excellent interpersonal and communication skills, with a professional and welcoming approach to client interactions.
• Ability to manage scheduling systems and maintain accurate, detail‑oriented documentation.
• Demonstrated ability to create, improve, and maintain administrative systems and workflows.
• Proficiency in Microsoft Office tools (especially Excel, Outlook and shared systems).
• High level of initiative, problem‑solving ability, and adaptability.
• Ability to work both independently and collaboratively within a team environment.
• Experience conducting intake calls, trauma‑informed training.
• Strong soft skills in relational communication, ability to manage and prioritize multiple projects effectively, ability to create and update systems and protocols, creative problem‑solver, self‑starter.
• Fluency in Spanish, Arabic, Swahili or Ukrainian preferred.
• Christian faith is a prerequisite for employment, based upon United States federal guidelines provided in Title VII of the Civil Rights Act of 1964.

World Relief offers a competitive benefits package and employee discount program for full‑time, Regular, employees.

World Relief is honored to be recognized with the Gold‑level Cigna Healthy Workforce Designation for exceeding the core components of our well‑being program including leadership and culture, program foundations and execution, and whole person health.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

We are proud to be an EEO/AA employer M/F/D/V. We maintain a drug‑free workplace and perform pre‑employment substance abuse testing.