Admissions Specialist (ML)

Description

Job Description

Job Title: Admissions Specialist (ML)            

Division: Programs                                                     Department: Programs

Reports to: Co-Director of Program Administration  Date Created: 1/15/2025

FLSA Classification: Non-exempt, Part-Time             Date Revised: 1/15/2025

Agency Purpose & Mission

Roy Maas Youth Alternatives (RMYA) creates brighter futures for children in crisis by fostering individual success and healthy relationships in a safe, healing environment. RMYA provides essential services such as food, clothing, shelter, education, and recreation. We use trauma-informed care and relationship-based approaches to ensure consistency, structure, and support for youth.

Job Summary

The Admissions Specialist oversees referral requests and admission processes for the RMYA Meadowland long-term residential program. Responsibilities include evaluating placement requests, coordinating intake appointments, maintaining records, and building relationships with placing agencies. The role is crucial for meeting census targets and supporting the program’s therapeutic environment.

Essential Duties/Responsibilities

Admissions Administration

1. Serve as the first point of contact for placing agencies and/or contractors requesting placement for youth.
2. Review and screen requests for placement and any additional referral documentation.
3. Determine appropriateness of placement referrals in context of RMYA Meadowland Admission Guidelines, capacity, and therapeutic milieu, in consultation with RMYA treatment team members or independently, as appropriate.
4. Respond to each referral request with decision of accepting the youth for placement or deferring the placement request, with reasons for why this decision was reached.
5. Document all referrals and resulting admission/deferral decisions in the client management system, ensuring accuracy and timeliness of data entry and Referral/Deferral Log report.
6. Work closely with Co-Directors and Case Managers to coordinate pre-admission of new youth, including scheduling intake appointments and facilitating communication and warm hand-off of placing agency caseworkers/legal guardians and the RMYA team.
7. Set the stage for youth and caseworkers/legal guardians to have a positive, welcoming experience at intake.
8. Initiate the creation of youth electronic and paper records, including but not limited to:
   1. Enter the youth’s data to generate their client profile and track admission in the client management system.
   2. Complete the Admission Assessment before intake.
   3. Assist in the creation of the youth’s hard file and any other routine documentation related to preparing for intake.
9. Participate in weekly Case Manager meetings.
10. Assist in the maintenance and compliance of youth records and documentation required for ongoing placement, including but not limited to:
    1. Identify and correct incomplete referral and intake documentation in a timely manner.
    2. Conduct at least quarterly audits of case records, which may include both electronic client management system data and paper records.
    3. Compile and submit documentation to placing agency or other external representatives needed to maintain placement, such as level of service or service package assessments or reviews.
11. Assist Co-Directors in monitoring, achieving, and maintaining youth census target(s) and tracking unmet capacity. In close coordination with program leadership, identify gaps and opportunities to maximize and improve effective management of census.
12. Participate in DFPS, SSCC, and other placing agency staffing meetings for providers where placement priorities and information is shared.

• Act as the primary contact for placement requests.
• Review and screen placement referrals against Admission Guidelines.
• Make decisions on placement suitability, consulting with the treatment team as needed.
• Document referral decisions and maintain accurate records.
• Coordinate intake appointments and facilitate communication between caseworkers and RMYA staff.
• Ensure a positive, welcoming intake experience.
• Create and maintain youth records, including:
  • Generating profiles in the client management system.
  • Completing Admission Assessments.
  • Preparing necessary documentation.
• Participate in weekly case manager meetings.
• Conduct quarterly record audits and address documentation gaps.
• Monitor census targets and identify opportunities for improvement.
• Represent RMYA in staffing meetings with placing agencies.

Relationships and Collaboration

1. Ensure work is aligned to and accomplished in context of the RMYA strategic vision, mission, and core values.
2. Represent RMYA in a professional manner in all RMYA-associated activities, events, meetings, workshops, trainings, and communications.
3. Facilitate cohesion by participating in team meetings and committing to group decisions and demonstrating effective communication skills in building relationships with all employees and youth.
4. Foster teamwork by working collaboratively and effectively with others to set goals, resolve problems, and ensure decisions are made in the best interest of the youth, families, and the agency.
5. Regularly and consistently offer input and leadership beyond assigned duties that can improve effectiveness and outcomes across all RMYA programs, services, and departments.
6. Adhere to professional and ethical standards as prescribed by RMYA, including the RMYA Code of Ethics.
7. Protect the confidentiality of clients and RMYA proprietary information.
8. Contribute ideas and solutions through the RMYA Compliance and Quality Improvement (CQI) process.
9. Complete and maintain compliance with all training requirements.
10. Maintain compliance with all RMYA, DFPS, T3C, SSCC and COA standards, policies, procedures and all federal, state and local laws.
11. Complete documentation, reports and responsibilities within assigned deadlines.
12. Perform other duties as assigned.

• Align work with RMYA’s mission, vision, and values.
• Maintain professional behavior and foster teamwork across departments.
• Respect confidentiality and adhere to ethical standards.
• Offer ideas for continuous improvement through the Compliance and Quality Improvement process.
• Meet all training and compliance requirements.

Other Duties/Responsibilities

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Qualifications

Required Qualifications

• Education: Bachelor’s degree in social science or related field required; master’s degree in social science or related field preferred

• Experience: Two years of administrative support experience required. Previous experience working with clients in a residential, shelter, community based, or hospital setting preferred.  Case management experience preferred.
• Proficiency operating standard business technologies, such as Microsoft suite and data management system(s) required.
• Deep Understanding of Department of Family Services (DFPS) licensing and operating requirements preferred.
• Certification/Licenses: Valid Texas driver’s license, Military ID, or ability to obtain within 30 days of hire. Must have an acceptable driving record.
• Successful clearance of Department of Family and Protective Services licensing background checks, (to include fingerprinting and drug testing) and maintenance of cleared status.
• Ability to maintain compliance with applicable Texas rules, regulations, and laws that govern behavioral and mental health services for youth and their families ensuring that the highest standards of generally accepted clinical, ethical, and professional standards are followed.

Competencies

• People skills – demonstrates sensitivity and empathy with others, possesses insight into behavior, maintains open communication and respects diversity, interacts respectfully, effectively, and cooperatively with a wide range of people.
• Communication – conveys relevant information to individuals or groups effectively, clearly, and concisely. Able to understand, interpret, comprehend, and respond to information received from others.
• Integrity and ethics – demonstrate strong moral principles and work ethic, behaves ethically, acts fairly, takes responsibility, and maintains client confidentiality.
• Professionalism – maintains a professional appearance and presence, demonstrates self-control and a positive attitude.
• Initiative –demonstrates a willingness to work and persists to accomplish tasks even when conditions are difficult or deadlines are tight, setting challenging goals and can work independently.
• Dependability and reliability – fulfill obligations and follows through, meets attendance and punctuality expectations, attends to details and follows directions.
• Adaptability and flexibility - displaying the capability to adapt to new, different, or changing requirements. Embracing new innovations and providing suggestions to improve processes and tasks.
• Writing – able to use standard business English to compile information and prepare written documents.
• Teamwork – establishes productive relationships and works cooperatively with others to complete work assignments and meet team objectives.
• Customer focus – efficiently and effectively addresses the needs of clients/customers.
• Laws and regulations- knowledge of relevant local, state, and federal laws and regulations that impact the delivery of long-term support, care, and services.
• Patient health and safety- implement procedures and protocols to promote the health and wellness of a person receiving support, care, or services.
• Long term care, support, and services- knowledge of the broad range of services and support designed to ensure health and safety and promote independence of individuals receiving services.
• Documenting/recording information- entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic format to efficiently manage record-keeping.
• Supporting daily living- effective application of the knowledge, skills, and ethics necessary to assist and support individuals who require health and human services to live a self-determined life in a safe and healthy manner.
• Crisis prevention and conflict resolution- knowledge of potential crisis situations or behavior, and the appropriate procedures to de-escalate the situation or minimize the likelihood of danger.

• Strong people skills with sensitivity, empathy, and respect for diversity.
• Effective communication and collaboration.
• High ethical standards and professionalism.
• Initiative and reliability to meet deadlines and work independently.
• Adaptability to changing needs and conditions.
• Attention to detail and compliance with regulations.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to stand and walk for 2-4 hours a day.
• Ability to bend, rotate arm and wrist, push, pull, reach, write, and type.
• Ability to lift and carry at least 10 pounds.
• Ability to drive.

Work Environment

• Fast paced, high energy environment.
• Youth-focused, trauma-informed approach.
• Ability to work flexible hours with combination of on-site and remote work, occasionally outside of your scheduled hours, including holidays, weekend, and evening hours, to accomplish job duties.
• Shifts in environmental conditions i.e., hot, cold, outdoor, indoor, dry, humid, noise, and congested areas.
• Use of sensory demands i.e., hearing, vision, speech, spatial perception; dealing with multiple, complex, and repetitive tasks, working under pressure and deadlines.

Equal Employment Opportunity Statement

RMYA is an Equal Opportunity Employer that does not discriminate  on the basis of actual or perceived race, color, creed, ancestry, national origin, citizenship, sex or gender (including pregnancy, childbirth, pregnancy-related conditions, and lactation), gender identity or expression (including transgender status), sexual orientation, marital status, religion, age, physical or mental disability,  genetic information,  military service and veteran status, or any other characteristic protected by applicable federal, state, or local laws and ordinances.