Virtual Intake Coordinator - Adolescent PHP/IOP

Adolescent Wellness Academy; Town of Florida (NY); Remote; USD 23,000 - 26,000; Part time

Job summary

Adolescent Wellness Academy is seeking a Virtual Intake Coordinator to support adolescent programs remotely in Florida. The role focuses on intakes and administrative tasks, coordinating schedules, and communicating with families in English and Spanish. Fluency in Spanish is required.

The position is part-time with a 3pm-7pm schedule and remote work. Prior experience in clinical or educational settings is preferred, with strong organizational skills and reliable tech support for Zoom sessions.

Qualifications

• Bilingual: English and Spanish required for intake and family communication.
• Experience in clinical, educational, administrative, or community mental health settings.
• Comfortable supporting virtual group sessions and basic tech troubleshooting (Zoom).
• Strong organizational and documentation skills; professional under pressure.

Responsibilities

• Process intakes, upload sign-in sheets, prepare welcome kits, and maintain census records.
• Coordinate scheduling for new admissions, including psych and IEP appointments.
• Communicate with parents and families by phone and email in English and Spanish on intake logistics and progress updates.
• Monitor and redirect adolescent clients (ages 13-17) via chat during virtual group sessions and transitions.
• Provide real-time tech support to clients during virtual sessions (Zoom, breakout rooms, chat).
• Track attendance and maintain accurate program records.
• Complete same-day documentation, including wellness check-ins as needed.
• Escalate safety concerns, disclosures, and behavioral flags to the clinical team immediately.

Skills

Bilingual: English & Spanish

Clinical Admin Experience

Education

Psychology/Counseling Graduate Studies

Tools

Zoom

Job description

Virtual Intake Coordinator

Remote in FL | Part-Time | Schedule 3pm-7pm | $17/hour, $19/hour upon completion of training

About the Role

This is a virtual coordinator role supporting AWA's adolescent program with a focus on intakes and administrative support. You keep the program organized and moving by managing intake documentation, coordinating schedules, supporting virtual sessions, and communicating with families throughout the admissions process. Spanish fluency is required for this role.

Backgrounds that translate well: Psychology/Counseling Graduate Studies | Behavioral Health | Case Management | Education | Administrative Support

What You'll Do

• Process intakes, upload sign-in sheets, prepare welcome kits, and maintain census records
• Coordinate scheduling for new admissions, including psych and IEP appointments
• Communicate with parents and families by phone and email in English and Spanish on intake logistics and progress updates
• Monitor and redirect adolescent clients (ages 13-17) via chat during virtual group sessions and transitions
• Provide real-time tech support to clients during virtual sessions (Zoom, breakout rooms, chat)
• Track attendance and maintain accurate program records
• Complete same-day documentation, including wellness check-ins as needed
• Escalate safety concerns, disclosures, and behavioral flags to the clinical team immediately

What We're Looking For

Required

• Bilingual required: English and Spanish
• Experience in a clinical, educational, administrative, or community mental health setting
• Comfortable supporting virtual group sessions and managing basic tech troubleshooting (Zoom, breakout rooms)
• Strong organizational and documentation skills
• Emotionally regulated, professional, and consistent under pressure
• Understands the limits of a non-clinical role - escalates appropriately, never makes independent clinical decisions

AWA is an adolescent mental health organization operating PHP and IOP programs in South Florida. We exist to serve teens and families at their most critical moments - and this role is at the center of that work every day.

Learn More: Adolescent Wellness Academy