Intake coordinator

SAMU is seeking interested candidates for an upcoming opportunity. This position is not currently open. Employment is contingent upon contract award and funding availability.

Program Overview

The Sunaire Emergency Shelter Program is a trauma-informed, low-barrier, and person-centered initiative designed to stabilize individuals and families experiencing homelessness in the City of Mesa. The program aligns with the City’s Office of Homeless Solutions and HUD’s HOME-ARP framework, targeting Qualifying Populations (QP1–QP4), including those experiencing or at risk of homelessness, survivors of domestic violence, and individuals facing special challenges such as disabilities or aging out of institutions.

Role and Responsibilities

The Intake Coordinator serves as the first point of contact for individuals and families entering the shelter. This role is critical in ensuring that every participant experiences a safe, respectful, and trauma-informed intake process. The Intake Coordinator manages eligibility verification, documentation, data entry, and coordination with case management and operations teams to guarantee that new residents are appropriately placed and supported from their first interaction.

Key responsibilities include :

• Greet and engage all incoming clients in a compassionate, trauma-informed manner that respects dignity and privacy.
• Conduct initial screenings to verify eligibility under HOME-ARP qualifying populations (QP1–QP4) or other program criteria.
• Gather required demographic, health, and referral information, ensuring confidentiality and informed consent.
• Confirm Coordinated Entry System (CES) referrals and document referral sources (law enforcement, hospitals, nonprofits, self-referrals, etc.).
• Identify urgent needs (medical, safety, mobility, or language access) and notify supervisors or case managers immediately.
• Maintain intake logs, attendance, and daily census reports; reconcile discrepancies with Site Supervisors or Case Managers.
• Ensure data quality and completeness for reporting to the City of Mesa, HUD, and SAMU leadership.
• Safeguard confidential records according to HIPAA and organizational data protection standards.
• Coordinate closely with Case Managers to assign new residents to appropriate stabilization pathways (QP1–QP4).
• Communicate special needs (e.g., ADA accommodations, DV survivor status, family configuration) to ensure proper room placement.
• Work with Operations Coordinators and Resident Support Staff to prepare rooms, supplies, and welcome kits before resident arrival.
• Conduct shelter orientations, explaining rules, schedules, and available services (meals, laundry, medical, case management).
• Distribute welcome materials in preferred languages (English, Spanish, or others as needed).
• Provide an overview of the complaint process, Good Neighbor Policy, and resident expectations.
• Ensure adherence to SAMU’s standard operating procedures and HUD’s data and documentation requirements.
• Collaborate with the Program Manager to ensure compliance with HOME-ARP, HMIS, and City of Mesa reporting obligations.
• Monitor for duplicate or incomplete records and conduct regular data audits.
• Participate in training on data systems, compliance updates, and reporting standards.
• Liaise with referral partners (e.g., hospitals, outreach teams, law enforcement, community organizations) to coordinate admissions and share updates.

Qualifications and Requirements

Non-Negotiable Expectations

Physical Demands

Reasonable accommodation will be made to enable individuals with disabilities to perform the essential functions.