Administrative Coordinator - Christian Adoption Services

Position: Administrative Coordinator - Christian Adoption Services Location: Indian Trail, NC Job Id: 584 # of Openings: 1 Job Title: Administrative Coordinator 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:

• 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
• Bachelor’s degree is preferred and/or multiple years of experience

Other:

• Demonstrates support for the philosophy and goals of Baptist Children’s 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 driver’s 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
• 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 agency's 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 Children's Homes of NC, Inc. in a positive manner. Contacts outside of the agency where proper handling of situations is of utmost importance, as the agency’s 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 Children’s 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 Children’s Homes’ control. Outdoor work may be involved as appropriate, and temperature and other environmental factors may vary in such circumstances. Baptist Children's Homes of North Carolina | P.O. Box 338 Thomasville, NC 27361 | View phone number on click.appcast.io #J-18808-Ljbffr Baptist Children Homes