2570-Administrative Assistant

Administrative Assistant

Full Time/Non-Exempt

Location: Cherry Hill NJ

Compensation: $18/21.00/hr

Reports To: Program Supervisor

Department: Transitions/Homebound Services

Position Summary:

The Program Operations Coordinator serves as the central point of coordination for the Transitions and Homebound programs ensuring an exceptional experience for school district partners families students and staff. This position combines administrative excellence with case coordination customer service scheduling and operational support to ensure students receive timely organized and high-quality services.

The coordinator is responsible for managing daily program operations supporting student enrollment and onboarding coordinating communication between internal departments and external stakeholders maintaining accurate documentation and ensuring efficient workflows from initial referral through service delivery. This role plays a critical part in strengthening district relationships by serving as a reliable responsive connector across programs.

Job Responsibilities:

• Coordinate the daily administrative operations of the Transitions and Homebound programs.
• Manage student records attendance documentation and program files.
• Maintain accurate data within internal systems.
• Prepare reports spreadsheets and program documentation.
• Order and maintain office and program supplies.
• Assist with program events and special initiatives.

District & Family Coordination:

• Serve as a primary administrative contact for school districts families and referral sources.
• Coordinate new referrals and onboarding activities.
• Facilitate communication between districts instructors clinicians and program leadership.
• Ensure all required paperwork is completed accurately and timely.
• Respond promptly to district and family inquiries while providing exceptional customer service.

Scheduling & Case Coordination:

• Coordinate homebound instructional schedules.
• Assist with assigning staff based on availability and student needs.
• Schedule meetings intake appointments and case reviews.
• Monitor service requests and documentation requirements.
• Track program timelines and follow up on outstanding items.

Administrative Support:

• Answer phones and greet visitors.
• Support the Program Supervisor with calendars scheduling and administrative needs.
• Maintain common office spaces.
• Prepare announcements correspondence and meeting materials.
• Support monthly reporting and billing preparation.

Collaboration:

• Work closely with Finance HR Business Development Clinical Leadership and Educational staff.
• Maintain positive working relationships with school districts and community partners.
• Identify opportunities to connect families and districts with additional First Children Services programs when appropriate.
• Contribute to a positive collaborative team culture.

Qualifications:

High School Diploma preferred; Bachelors Degree in Education Human Services Business Administration Healthcare Administration or related field is a plus.

Experience:

• 24 years of administrative education healthcare or program coordination experience.
• Experience working with schools behavioral health or human services preferred.
• Experience coordinating multiple projects simultaneously.

Skills:

• Outstanding organizational and time management skills.
• Strong customer service mindset.
• Excellent written and verbal communication.
• Ability to prioritize multiple competing tasks.
• Strong attention to detail.
• High level of professionalism and confidentiality.
• Advanced Microsoft Office skills.
• Experience with student information systems or CRM platforms (HubSpot Gradelink etc.) preferred.