Intake Coordinator/Administrative Assistant
Since 1997, CALICO, the Child Abuse Listening, Interviewing, and Coordination Center, has served as a multi-disciplinary hub, bringing together detectives, child welfare workers, prosecutors, and other professionals to respond collaboratively to child abuse allegations, elicit children’s testimonies, and link children and families with vital therapeutic, medical and legal support services in Alameda County.
Our mission is to provide a supportive environment to interview children and facilitate a collaborative response to child abuse in which the needs of children take precedence. CALICO aids 600-700 toddlers, children, and adolescents as well as adults with developmental disabilities annually, most of whom were sexually abused, and many of whom were physically hurt, neglected, exploited, or witnesses to violence in their home or community.
Position Title: Intake Coordinator / Administrative Assistant
Classification/Benefits: Full-time (37.5 hours per week), non-exempt, with benefits (vacation, sick, and holiday leave; health, vision, and dental insurance; matching 403b plan)
Starting Salary Range: $28.00 - $30.00 per hour, based on experience
Reports To: Executive Director
Position Description: The Intake Coordinator will conduct initial screening, coordinating, and scheduling forensic interviews for all incoming referrals to CALICO. Responsibilities also include handling data entry for expenses, reporting, and outcome measurements, along with monitoring clients and families receiving services onsite.
Responsibilities:
Program Assistance
- Receive and assess referrals for CALICO victim services from members of the multidisciplinary team (MDT) to determine if cases are suitable for forensic interviews and direct services.
- Coordinate and schedule forensic interviews as appropriate and contact all involved parties such as victims’ caregivers, MDT members, and CALICO staff.
- Prepare initial referral information for scheduled services and ensure CALICO staff are informed and available.
- Assist and monitor families receiving services at CALICO.
- Administer caregiver and youth surveys to ensure quality standards when Family Advocates are not available.
- Provide families with comprehensive service explanations and address preliminary questions before their arrival.
- Maintain multiple office locations while providing an inviting and welcoming workspace for clients and staff.
- Greet families and orient caregivers and children to the center.
- Assist in supporting CACC including the regional meetings and Annual Meetings.
Administrative Support
- Maintain multiple office locations while providing an inviting and welcoming workspace for clients and staff.
- Maintain corporate files and related material.
- Manages stocking and organizing the office including conference rooms and entry, storage, copying, mailing, and kitchen area.
- Enter contact and donor information in the database and ensure quality control.
- Update individual donor data as needed.
- Ensure event data are entered accurately and timely, including registration data, event/raffle ticket purchases, and donations.
- Process donations and thank you correspondence.
- Process subpoenas requesting copies of interviews and/or testimony of staff.
- Order, pick up, and maintain office supplies, stamps, and food/drink for clients and staff.
- Ensure office equipment (e.g., copier, alarm, printer, phones) is maintained and arrange for necessary repairs.
- Coordinate off-site storage, including retrieving and storing items as needed.
- Manage incoming mail.
- Ensure the website reflects CALICO brand visuals.
- Brand CALICO documents and forms to provide a cohesive visual story.
- Other duties as assigned.
Qualifications:
- BS/BA strongly recommended and at least 2 years of professional experience.
- Excellent communication, detail-oriented, extremely organized, and people skills.
- A creative mind with the ability to suggest improvements and anticipate needs.
- Flexible, motivated, good sense of humor.
- Ability to work calmly under pressure and with deadlines.
- Enjoys working with children and families.
- Strong interpersonal skills, with a demonstrated ability to cultivate relationships with vendors, and diverse constituents, including law enforcement officers, child welfare workers, attorneys, medical staff, victim advocates, mental health professionals, and the general public.
- Knowledge of the child abuse investigation process, court system, and NCA Standards a plus.
- Listens effectively and communicates clearly both orally and in writing.
- Adapts to new information, changing conditions, or unexpected obstacles.
- Strong computer skills (Microsoft Word, Excel, and Access).
- Valid driver’s license required.
- Bilingual English-Spanish is a plus but not required.
- Occasional evening and weekend work required.
- Successful completion of a background check.
- Must be able to lift 25+ lbs.
To Apply:
Please submit your resume and three professional references. Instead of a traditional cover letter, please address the following questions: Why are you interested in joining CALICO, and what makes you an ideal candidate for this role? Based on the listed qualifications, identify the top 5 qualifications in which you excel and 2 that you aim to improve. Please explain each.
Send your application to careers@calicocenter.org with the subject line “Intake Coordinator/Admin Assistant.” The position will remain open until filled.
CALICO is an equal opportunity/affirmative action employer.
Job Type: Full-time
Pay: $28.00 - $30.00 per hour
Expected hours: No less than 37.5 per week
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
Application Question(s):
- A cover letter addressing the questions outlined in the job posting is required for consideration.
Education:
Work Location: In person