Intake & Referral Manager

Our Philosophy

We are a community of diversely identified humans working together to enhance the emotional, psychological and spiritual well being of individuals, families, and communities, starting with ourselves.

Live Oak Theory of Change

At Live Oak, we believe that the practice of understanding ourselves is a critical component of the journey of supporting others in understanding themselves. We believe that in order to support our clients ethically, each staff member and trainee in our community must commit to an ongoing practice of investigating our socialization into the many identities and experiences that we are managing throughout our lives. This includes our identities and experiences related to gender, sexuality, familial roles, personal history, work roles, culture, race, ethnicity, religion, familial structure, spirituality, ability, body size, body experience, neurological experience, etc. We believe that we must both investigate our socialization into identities that hold privilege as well as those that are marginalized in the communities that we live within. The foundations of this practice are:

  • LGBTQIA++ Affirmative Practice
  • Intersectional Practice
  • Trauma Informed Practice
  • Self-First

If you are interested in what we believe, our values, and resources we’ve used to develop our framework, check out this link.

Minimum Qualifications

  • 2+ years of experience in a supervisory role and/or in an administrative setting; mental health administrative experience a plus!
  • Ability to take initiative and work both independently and with a team
  • Utilize a client-centered approach
  • Ability to multitask with different projects and prioritize accordingly
  • Creativity in problem-solving
  • Strong written and communication skills

Desirable Qualifications

  • Bachelor’s degree in a relevant field
  • Experience with caseload building and mental health intake
  • Experience with managing electronic health records
  • Knowledge of medical insurance and billing practices


  • Manage small team of intake coordinators and provide support around processes, intakes, insurance questions, and staff caseloads
  • Respond to incoming intakes and inquiries, check insurance benefits, connect clients to a therapist with openings or refer them to another practice/clinician, and track intake data to best understand community and hiring needs
  • Respond to intake-related inquiries
  • Onboard new intake coordinator staff, new therapists, and incoming trainees to intake processes and expectations
  • Support new staff and trainees with schedule building and caseload management
  • Connect with Internship and Fellowship Manager as well as Trainee Supervisors to share information regarding intake trends and trainee caseload needs or concerns
  • Continue to build referral network and keep referral lists up to date
  • Manage the info@liveoakchicago email by responding to intake-related inquiries and forwarding on other emails to the appropriate individual at Live Oak


  • Ability to dedicate minimum 15 hours per week to the role
  • Meet with the Internship and Fellowship Manager and Trainee Supervisors once monthly
  • Attend supervision weekly to every other week
  • Attend Community meetings once monthly


  • $27.50/hour for those with a clinical masters or higher
  • $22.50/hour for those without a clinical masters or higher
  • 401K and match

To Apply

Please send a cover letter, resume and written interview to