Admissions & Intake Coordinator

• Please DO NOT call the program phone line to inquire about job postings.* • This role requires candidates to be based in the Northeast tri-state region.* Program Description: Backcountry Wellness is an eating disorder treatment program founded with the mission of bridging comprehensive recovery with the demands of real life. Our treatment philosophy embraces compassion and understanding, safety and nurturing, and a focus on family involvement to equip our patients with the tools to make lasting changes within their lives. Backcountry Wellness provides immersive programming for children and adolescents who live with Anorexia Nervosa, Bulimia Nervosa, Binge Eating, Avoidant/Restrictive Food Intake, Orthorexia, and Other Specific Feeding and Eating Disorders (OSFED). Job Summary: The Admissions & Intake Coordinator plays a vital role in supporting a smooth, organized, and client-centered admissions experience while helping to strengthen communication, relationship management, and continuity of care across programs. This position serves as a key point of contact for prospective clients, families, referral sources, alumni, and internal teams, ensuring that communication and follow-up are handled with professionalism, empathy, responsiveness, and attention to detail. Working closely with clinical and administrative leadership, the Coordinator supports admissions workflows, care coordination, CRM development, and operational processes that enhance connectivity, organization, and the overall client experience from first contact through admission and beyond. This role is ideal for a dynamic, highly personable professional who communicates confidently with families and providers, and enjoys building systems that improve engagement, tracking, organization, and collaboration across teams. Essential Job Functions:

• Support the intake and admission process by facilitating assessments, documentation, scheduling, and related coordination as needed
• Respond to inquiries from prospective clients, families, and referral sources with professionalism, empathy, and clarity
• Serve as a liaison to parents and guardians, ensuring timely and appropriate communication of relevant information
• Assist with answering phone lines for BCW programs, fielding prospective client inquiries, and coordinating intake needs
• Collaborate effectively with the Admissions & Compliance Manager, Lead Therapists, and Director of Clinical Services to support intake processes, admissions, care coordination, and clinical operations across levels of care
• Help support and maintain CRM systems, admissions tracking tools, and communication workflows to improve organization, responsiveness, and follow-up processes
• Assist with developing systems related to prospective patient outreach, admissions follow-up, alumni engagement, and ongoing family communication
• Communicate with staff regarding incomplete documentation and follow-up items needed to maintain complete electronic medical records
• Support clinical leadership in maintaining documentation standards for IOP, PHP, and residential programming across programs
• Support relationship management efforts with prospective clients, families, alumni, and referral sources to promote a positive and connected treatment experience
• Track admissions-related communication, referrals, outreach efforts, and follow-up tasks to support operational organization and continuity
• Coordinate with internal departments and clinical teams to ensure smooth transitions, communication, and patient onboarding processes
• Assist with integration of new technology related to communications, admissions, patient engagement, documentation, and clinical operations
• Provide administrative and project-related support to leadership and interdisciplinary teams to promote efficient operations and high-quality patient care
• Assist leadership and Human Resources with administrative tasks, onboarding coordination, special projects, and operational priorities as needed
• Help identify opportunities to improve communication systems, client experience, workflow efficiency, and interdisciplinary collaboration across programs
• Perform other duties as assigned by leadership to support program and organizational needs

Qualifications:

• Bachelor’s degree required, preferably in a relevant field
• Prior experience in a behavioral health, eating disorder, or residential treatment setting strongly preferred
• Demonstrated ability to engage with individuals and families in a calm, compassionate, and professional manner, particularly during high-stress or emotionally sensitive situations
• Strong interpersonal and communication skills with the ability to establish rapport and maintain appropriate boundaries with adolescent patients and their families
• Ability to manage day-to-day responsibilities independently and adapt to the needs of a dynamic treatment environment
• Familiarity with clinical documentation, confidentiality standards (e.g., HIPAA), and multidisciplinary care coordination is a plus
• Proficiency in Microsoft Office and/or electronic health record systems preferred

Full-Time Employee Benefits:

• 100% Employer-Paid Individual Health Insurance
• Dental & Vision Insurance
• 401(k) with 3% employer match
• 15 Paid Vacation days annually
• 5 Paid Sick days annually
• 7 Paid Holidays