Program Intake Assistant

Osborne Association; New York (NY); Hybrid; USD 36,000 - 38,000; Full time

Benefits offered by this job

Four weeks vacation

Tuition reimbursement

Flexible work schedule

Medical, Dental, Vision insurance

403(b) plan with company match

Job summary

Osborne Association, Inc. is seeking a Program Intake Assistant for the CAS CARE program. This role serves as the first point of contact and anchor for intake, coordinating with Mitigation Specialists and Trauma-Informed Care Specialists to enroll high-need clients and manage referrals to stabilization services.

The position balances client-facing outreach with administrative tasks, ensuring smooth operations for a team focused on defense-based advocacy and trauma-informed support.

Qualifications

• High school diploma or equivalency required; associate’s degree preferred.
• At least two years of related nonprofit, social service, or law office experience.
• Strong data entry, filing, and clerical/writing skills.
• Commitment to the organization’s mission of promoting true safety, justice, and alternatives to incarceration.

Responsibilities

• Conduct initial client intakes and explain the CAS CARE model.
• Coordinate administrative tasks for Mitigation and Care Specialists.
• Facilitate and track referrals to mental health, housing, and other services.
• Maintain records of referrals and case assignments in ECM.
• Enter and manage client data in electronic systems.
• Maintain confidential electronic and paper filing systems.
• Prepare purchase orders for program goods and services.
• Distribute planning materials and weekly court calendar reports.
• In-person attendance is required to collaborate with co-workers.
• Perform other duties as assigned.

Skills

Empathy & professionalism

Data entry

Filing system management

Attention to detail

Microsoft Office

ECM software

Education

High school diploma

Associate’s degree (preferred)

Tools

Microsoft Office

ECM software

Job description

Description

The Osborne Association serves individuals, families, and communities affected by the criminal legal system. Through our programs, we offer opportunities for people to heal from the harm they have suffered, repair damage they have endured, restore their lives, and thrive. We challenge systems rooted in racism and retribution and fight for policies and practices that promote true safety, justice, and liberation.

At Osborne, we are guided by core values and shared beliefs. We honor every individual’s capacity to change, celebrate our shared humanity, are united in our pursuit of justice and equity, take all possible steps to keep our commitments and advocate for people and principles with fierce and tenacious determination.

We are currently seeking a Program Intake Assistant for the CAS CARE program. The Program Intake Assistant (CAS CARE) serves as the critical first point of contact and administrative anchor for the CAS CARE initiative. This role supports both the Mitigation Specialists and Trauma-Informed Care Specialists by coordinating intakes and managing the specialized referral pathways that distinguish the CAS CARE model.

The Assistant facilitates the enrollment of high-need clients into the program, gathering essential information to support both legal mitigation strategy and human stability goals. Balancing client-facing outreach with high-level administrative tasks, this role ensures smooth operations for a team dedicated to enhancing defense-based advocacy through intensive, trauma-informed support.

Salary: $26.00-$27.47/hour

Essential Duties

• Conduct initial client intakes, explaining the CAS CARE model and its two service pathways (Integrated Team and Direct Referral) to new participants.
• Coordinate administrative and client-related tasks for both Mitigation Specialists and Care Specialists to ensure seamless service delivery.
• Facilitate and track referrals to essential stabilization services, including mental health, substance use, medical, and housing providers.
• Maintain accurate records of incoming referrals and case assignments within the CAS CARE team.
• Accurately enter and manage client data in electronic systems.
• Manage confidential electronic and paper filing systems, ensuring that records of assessments and care plans are organized and accessible.
• Assist with program matters such as preparing purchase orders for program goods and services.
• Compile and distribute planning materials, agendas, and weekly court case calendar reports for CAS CARE team meetings.
• In-person attendance is required to collaborate with co-workers
• Perform other duties as assigned

Minimum Qualification

• High school diploma or equivalency required; Associate’s degree from a two-year college or technical school preferred.
• At least two years of related experience in a nonprofit, social service, or law office setting.
• Demonstrated ability in data entry, filing system management, and superior clerical and writing skills.
• A commitment to the organization’s mission of promoting true safety, justice, and alternatives to incarceration.

Key Competencies

• Ability to conduct intakes with empathy and professionalism, recognizing the "high-need" nature of approximately 50% of the program's clientele.
• Skilled in managing multiple administrative and client-facing tasks within a fast-paced, hybrid work environment.
• Strong accuracy in data entry and proficiency in Microsoft Office and electronic case management (ECM) software.
• Meticulous attention to detail in managing client records, financial documentation, and team schedules.
• Excellent interpersonal skills to effectively interact with legal partners, service providers, and diverse internal teams.
• Deep commitment to maintaining client confidentiality and handling sensitive legal and clinical information with discretion.

Benefits Of Working At Osborne

Generous benefits include four weeks of vacation, tuition reimbursement, flexible work schedule, excellent Medical, Dental, and Vision insurance, and a 403(b) plan with a company match. Career development through ongoing training and individual development plans.

The Osborne Association is an EEO/Affirmative Action employer and a VEVRAA Federal Contractor. All qualified applicants will receive consideration for employment and will not be discriminated against based on race, color, religion, sex, sexual orientation, national origin, age, disability, protected veteran status, unemployment status, or any other protected category.

The Osborne Association takes affirmative action in support of its policy to advance in employment individuals who are minorities, women, protected veterans, and individuals with disabilities.

Salary is based on commensurate experience and other qualifications.