Administrative Coordinator Christian Adoption Services

Job Title: Administrative Coordinator

Department: Christian Adoption Services

Reports To: Office Manager

Revised Date: 8.15.26

FLSA Status: Exempt / Hourly/Non-Exempt

SUMMARY

The Administrative Coordinator serves as direct support to the Office Manager. This position provides comprehensive administrative operational HR payroll financial client-service and office support to promote smooth daily operations and organizational effectiveness across the agency. The Administrative Coordinator serves as a central point of coordination for office operations compliance documentation purchasing facility-related processes client file organization and general front-office responsibilities. This role helps maintain efficient workflows organized systems timely documentation and a professional office environment while supporting leadership staff clients and guests with confidentiality and professionalism.

QUALIFICATIONS:

Education and Experience:

Proficiency in Microsoft Office software such as Word Excel PowerPoint OneDrive and Outlook is crucial

Must have a keen eye for detail and the ability to multitask

Experience in administrative coordination office support and workflow management

He or she must also have good organizational skills strong communication skills and be able to carry out his or her duties in a timely fashion under the supervision of the Adoptions Operations Manager and Administration Coordinator

Bachelors degree is preferred and/or multiple years of experience

Other:

Demonstrates support for the philosophy and goals of Baptist Childrens Homes of NC Inc.

Demonstrates ethical decision-making that in all cases prioritizes the best interest of children

Must have good organizational skills and to be able to carry out his or her duties promptly

Must have the capability to manage plan organize implement monitor and maintain agency post-adoption and education program

Valid drivers license and safe driving record

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Administration Operations Leadership

Serve as the primary administrative resource for Christian Adoption Services and support the Office Manager in coordinating administrative functions across the agency

Monitor administrative workflows evaluate administrative processes and recommend approved improvements to increase efficiency accuracy consistency and effectiveness

Provide support to develop implement and maintain administrative procedures and best practices

Office Operations Facilities & Administrative Coordination

Coordinate daily office operations agency-wide procedures and administrative workflows to maintain an efficient organized and professional workplace

Assist the Office Manager in implementing organizational initiatives operational projects and approved process improvements

Coordinate cross-departmental operational needs and assist in resolving administrative and logistical challenges

Manage relationships with building management maintenance providers security vendors technology vendors and other service contractors

Coordinate facility maintenance schedules inspections repairs office space utilization and equipment management

Provide office support including phone coverage visitor assistance and mail handling

Track operational performance measures deadlines renewals contracts and organizational requirements and prepare reports for leadership as requested

Compliance & Documentation Support

Maintain organized adoption-related records supporting licensing accreditation and audits

Coordinate collection and organization of documentation requests for regulatory reviews and inspections

Monitor operational deadlines and compliance requirements

Assist with supporting the Adoption Support Coordinator in credentialing and ongoing Medicaid documentation requirements when needed

Assist with supporting the Client Services Specialist in conducting RIL background checks on adoptive family members

Conduct family reference checks on adoptive family members in collaboration with the Client Services Specialist

Maintain secure and organized filing systems for operational and compliance-related documentation

Financial & Administrative Coordination

Monitor office operations budgets purchasing activity and financial tracking documentation to support effective budget management and operational oversight

Review invoices and coordinate with the Office Manager to ensure timely processing and payment

Manage office inventory and resource allocation

Record and maintain records of organizational dues and renewal records

Review credit card reconciliation reports prepared by the Adoption Support Coordinator for accuracy and completeness

Monitor payroll preparation processes conduct preliminary payroll and bonus reviews and review accrual reports before final approval

Assist with administrative oversight of petty cash procedures reconciliations and other financial processes to ensure compliance with agency policies and procedures

Prepare and maintain operational reports financial records and supporting documentation for leadership review

Client Account Administration

Monitor client account setup processes to ensure accuracy and timely completion

Review client account documentation and grant-related entries for completeness

Coordinate administrative follow-up regarding client billing invoices statements and account inquiries

Assist with developing and maintaining administrative procedures related to client account management

Meeting Event & Organizational Coordination

Collaborate with leadership to coordinate staff meetings leadership meetings organizational meetings agency events outreach initiatives trainings information meetings retreats staff functions and special projects

Assist with scheduling logistics registration vendor coordination catering travel arrangements lodging facility setup and the preparation of meeting and event materials

Develop and distribute meeting agendas and supporting materials in collaboration with leadership and supervisors

Attend designated meetings to record minutes key decisions action items and committee activities

Distribute meeting minutes promptly and maintain organized official records of agendas minutes supporting documents organizational decisions and historical committee actions

Track meeting and project action items and follow up with responsible parties to ensure timely completion

Coordinate volunteer and church partnerships by communicating with church partners volunteers and community organizations

Additional Responsibilities

Participate in safety committee meetings and assist with workplace safety initiatives

Support internal communication efforts and organizational announcements

Maintain confidentiality of agency employee client and financial information

Perform other operational and administrative duties as assigned by the Adoptions Operations Manager

Supervision

Prepares for and participates in regular supervisory conferences

Participates in 90-day and annual staff performance evaluations

Keeps supervisor(s) informed on current status of total work responsibilities

Policies and Procedures:

Represents the agencys philosophy purpose and programs to groups individuals and referral agencies in a professional and objective manner

Complies with and conduct themselves in accordance with the North Carolina and South Carolina Licensing Rules for Child Placing and the NASW Code of Ethics

Carries out all duties in accordance with the rules and regulations established by the North Carolina Department of health and Human Services BCH Inc. policies and procedures (specifically the BCH Employee Manual and BCH Program Policies and Procedures Manual).

Professionalism/Teamwork

Participates as a team member in team meetings and other staff meetings

Record Keeping

Efficient in Word Excel and Office 365

EQUIPMENT:

Ability to work with general office equipment such as computers and electronic communication devices and operate necessary software as appropriate for the work. Must be able to drive motor vehicles of various configurations so as to perform the above-stated duties.

LANGUAGE SKILLS:

Ability to read write and complete necessary documentation. Ability to effectively present information and respond to questions from coworkers service recipients licensing and other oversight contacts and various other stakeholders in a variety of situations and formats.

CONTACT WITH OTHERS:

Regular contact with colleagues in all departments as well as with outside individuals and groups; should represent Baptist Childrens Homes of NC a positive manner. Contacts outside of the agency where proper handling of situations is of utmost importance as the agencys image could be affected.

MENTAL / VISUAL / AUDITORY DEMAND:

Ability to interpret a variety of instructions furnished in written oral diagram or schedule form and ability to draw conclusions. Must be able to productively relate to and interact with individuals facing a variety of mental and emotional health situations such as those involved with providing Baptist Childrens Homes of NC programming. Must recognize and demonstrate sufficient resiliency so as to be effective in serving such program participants.

CONFIDENTIAL DATA:

Complies with agency policies and procedures concerning confidentiality and HIPAA regulations involving all aspects of client information case records family information medical information psychological services etc. which if disclosed would have adverse internal and/or external effects and could result in termination of employment.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties of the job. While performing the duties of this job the employee is regularly required to drive and get in and out of a vehicle unassisted walk up and down stairs sit stand reach talk and/or hear and lift up to 15 lbs.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee would encounter in any home or office environment; the work could require activities in non-agency owned or operated buildings where environmental circumstances are outside of Baptist Childrens Homes control. Outdoor work may be involved as appropriate and temperature and other environmental factors may vary in such circumstances.

Required Experience:

IC