This job has expired and you can't apply for it anymore. Start a new search.
Company Name:
Approximate Salary:

Stratford, New Jersey
Position type:
Full Time
Experience level:
Education level:

Program Coordinator - Intake

Rowan University is a public comprehensive state-designated research institution with approximately 17,300 students. Its main campus is located in Glassboro, N.J., 20 miles southeast of Philadelphia, with additional campuses in Camden and Stratford. The University comprises seven colleges and five schools: the William G. Rohrer College of Business; the Henry M. Rowan College of Engineering; the Colleges of Communication and Creative Arts, Education, Humanities and Social Sciences, Performing Arts, and Science and Mathematics; the Cooper Medical School of Rowan University; the Rowan University School of Osteopathic Medicine; the Graduate School of Biomedical Sciences; the School of Health Professions; and the School of Earth and Environment. Rowan is one of two public universities in the country to offer M.D. and D.O. medical degree programs. The institution is also home to the South Jersey Technology Park, which fosters the translation of applied research into commercial products and processes. Rowan has been recognized as one of the top 100 public universities in the nation and is ranked third among public institutions in the North by U.S. News & World Report


SUMMARY:  Supports CARES Institute leadership and staff with oversight of institute’s intake system and electronic database(s) for medical, mental health, and psychiatric patients in Stratford, Vineland, and Outreach offices. Processes all mental health and psychiatric referrals and triages patients to appropriate programs. Ensures the timely completion of necessary tasks related to intake. Assigns intake tasks to the Intake assistant(s) and monitors their progress.  Makes recommendations to improve the intake system, the electronic database(s) and patient access to services. Highly organized, goal-driven, team player who works independently, but consults with Director of Mental Health Administration, Director of Administration and Co-Directors when necessary.


Intake Coordination/Case Triage:

  • Under the direction of the Director of Mental Health Administration, Director of Administration and Co-Directors, works independently to process all cases referred to our system (Stratford, Vineland and 10 satellite offices) for mental health services and determining whether cases meet Institute criteria. Follows-up with referral source to obtain appropriate referral, clinical, legal, and financial paperwork. Involves obtaining all appropriate forms and documentation from DCP&P and other referral sources, such as complete information for referral forms, status of abuse investigation, financial certificates and legal papers. Prioritizes urgent mental health cases based on triage criteria; consults with Directors when necessary. Assigns cases to therapist and schedules initial treatment sessions for children and families seen in the Stratford and Vineland offices and outreach offices.

  • Communicates status of cases to DCP&P, other referral sources and families.

  • Coordinates mental health appointments.

Patient Support

  • Engages families in treatment process by meeting with them and/or calling them as well as educating them about CARES services and eliminating barriers whenever possible.

  • Provides families with referrals for appropriate services when CARES services are not appropriate.

  • Oversees updating of the referral source listings.

  • Assists families and referral sources in filing mandated reports of new abuse allegations.


  • Provides oversight of entry into the system for all clients entering the CARES Institute for services (e.g., medical, mental health and psychiatric).  Involves monitoring Institute referral database and IDX database for entry of all incoming clients.

  • Provides feedback to Director of Administration regarding improvements, updates and alterations to electronic database(s) to help enhance the tracking and flow of clients coming for care.

  • Assists Director of Mental Health Administration and Director of Administration in developing procedures to enhance the intake system and the case assignment process.

  • Responsible for tracking fixed evening slots and assigning cases in therapists' evening slots.

  • Responsible for processing cases for Initial Treatment Sessions (ITS), scheduling appointments with caseworkers and/or families, and ensuring that proper paperwork is distributed to therapists.

  • Serves as principal liaison between the CARES Institute and contracted agencies (e.g. DCP&P, Prosecutor's Offices) and attends Camden County Multidisciplinary Team Meeting.

  • Assists with coordination of office operations exclusive to contracted services, including computerization of appointments, forms, internal reporting systems, etc.   Suggests methods for service improvement.

  • Prepares assigned technical and non-technical reports (e.g., waiting lists, caseloads and payment vouchers, statistics, etc.) in a timely manner.  Researches and compiles data, performs analysis, and submits information in required format.


  • Coordinates all intake activities within CARES Institute and delegates activities to the Intake Assistant(s).

  • Monitors Intake Assistant(s) progress towards intake tasks assigned.

  • Recommends the hiring, firing, promoting, demoting, transfers and/or disciplining of assigned employees and other personnel changes.

  • Provides input to the evaluation process for assigned Institute employees.

  • Supervises data entry and the maintenance of records and files completed by the Intake Assistant(s).


  • Answers phones as needed.

  • Demonstrates ability to set and maintain professional attitude when dealing with staff and others outside of the office.

  • Understands and adheres to Rowan‘s compliance standards as they appear in Rowan‘s Corporate Compliance Policy, Code of Conduct and Conflict of Interest Policy.

  • Keeps abreast of all Federal, State, and Rowan regulations, laws, and policies as they presently exist and as they change or are modified.

  • Ensures that the staff are trained and evaluated on their knowledge of and adherence to compliance policies and procedures specific to the job.

  • Performs other duties as assigned.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:  Bachelor’s Degree or higher in relevant field plus at least three (3) years of related mental health/social work experience. Supervisory experience preferred.  Knowledge of New Jersey's child protection system, child abuse definitions and abuse reporting laws. Demonstrates strong interpersonal and organizational skills as well as experience in computer databases.

Please be advised that some positions are subject to the residency requirements of the NJ First Act (N.J.S.A. 52:14-7, P.L. 2011, Chapter 70). Any person hired into identified positions shall either have their principal residence in New Jersey or they have one year from the date of employment to establish, and then maintain, principal residence in the State of New Jersey. The law also provides that any person may petition a State committee for an exemption from the requirements based on critical need or hardship.

Rowan University values diversity and is committed to equal opportunity in employment.

All positions are contingent upon budget appropriations.

The Stratford, NJ Campus is a Tobacco-Free Workplace.

More Jobs Like This