Program Administrative Specialist

Job Description

Job Description

Position: Program Administrative Specialist 

Job Type: Regular, Full Time   

Reports to: Family Supervisor 

Positions Supervised: None 

Who we are:  

Ampersand Families walks alongside youth, families, and communities who have been impacted by the child welfare system with a commitment to build and restore meaningful relationships while centering and upholding a youth’s whole identity. 

Ampersand Families strives to strategically address systemic inequity and barriers within the child welfare system, specifically for older youth, youth of color, sibling groups, and relatives and kin. We are seeking professionals who understand the profound impact that child welfare intervention has on the lives of children, youth and families.  

Why you’ll love working here:  

Ampersand Families is committed to doing our part to create a more equitable child welfare system.   

We provide equal employment opportunity for all persons regardless of race, color, religion, nationality, ethnic background, age, sex, sexual orientation, gender identity, gender expression, disability, marital status, socio-economic status, status regarding public assistance, political affiliation, veteran status, other non-visible differences, and other protected attributes.  

Ampersand Families is proud to be an employer of choice with an organizational culture of excellence that embraces continual growth and learning, as well as collegial support and connection. We employ professionals who champion our core values of equity, belonging, dignity, hope, integrity, and leadership.  

Pay & Benefits  

Salary Range: $51,000 - $64,000 

Please note that the salary range listed is not specifically for starting salary, but is the full range for this position. 

We are committed to equitable hiring practices which includes offering the highest starting salary based on our agency’s compensation philosophy, and we do not engage in salary negotiations at hiring.

Ampersand Families has a competitive benefit package including Health, Dental, Vision, Life, and Long- term Disability Insurance, Simple IRA Plan, 20 Days of PTO (accrued per year; increases with each year of employment), 10 floating holidays plus Juneteenth and every other Election Day as office holidays, and Paid Family and Medical Leave through the state. Social work licensure supervision is available on site. 

Before accepting an offer, candidates are given an opportunity to meet with current staff to get a further sense of the organizational culture and to ask any questions they may have.  

What you’ll be doing:   

Performs administrative support for the organization and its varying departments, with the bulk of that support being for the Family Department. 

Administrative Support for the Family Department 

• Paperwork support, client database updates, record requests, running background studies, billing, preparing reports, paperwork quality assurance, and other tasks as needed. 

• Manage incoming family referrals 

• Redact documents 

• Order food for family retreats and roundtables 

Administrative Support for the Youth Department 

• Update youth profiles on website 

• Assist with Life Books and sending ROI’s for usage consent 

• CSSA billing including signature requests and submitting to the Department of Children, Youth and Families 

• Redact documents 

Administrative Support for the Kin Link Department 

• Bulk mailing support 

• Send Consent and Participation Agreements and Releases of Information to workers 

• Create sibling records in case management system 

• Participate in monthly CARE team work group 

• Purchase and package mailings for CARE support to placed families 

• Support Family Connections with resource finding and maintaining the agency’s Community Resource Guide 

Administrative Support for Community Engagement 

• Support Community Engagement Specialist with administrative tasks 

General office administrative duties 

• Record and share all-staff meeting minutes. 

• Oversee monthly staff bulletins and meeting agendas. 

• Update and format agency documents as needed. 

• Backup admin support for client database (SAM) 

• Create and manage external and internal surveys for all program areas 

• Manage electronic signature requests for the agency 

• Collate Quarterly Reports sent out to the Department of Human Services. 

• Manage agency email account, main phone line, and incoming/outgoing mail.

• Manage agency calendars, including on-call phone calendar. 

• Update Ampersand Families’ website including adding events and posting staff blogs and bios.

• Monitor and order office and kitchen supplies.

• Order food for meetings and events.

• Organize and oversee agency storage/supply rooms and family CARE closet. 

• Manage office kitchen cleaning schedule and connection crew assignments 

• Manage incoming and outgoing faxes.  

• Order name plates and business cards for staff. 

• General office upkeep including office vacuuming and small repairs. 

• Participate in Ampersand Families’ community engagement events, caregiver roundtables, retreats, and/or staff committees 

• Other duties as assigned, within the purview of this role. 

What we’re looking for: 

• High School Diploma and/or GED preferred. 

• Administrative experience preferred. 

• Ability to be self-directed as well as to work as part of a team. 

• Excellent written and oral communication skills. 

• Strong organizational skills, ability to prioritize multiple projects and deadlines, attentive to detail, and consistent in meeting goals and deadlines. 

• Personal and professional commitment to Ampersand Families’ mission, vision, and goals and to advancing the Agency’s commitment to anti-racist and anti-oppressive practices. 

• Competency with a variety of technology and computer programs (Outlook, Teams, Word, Excel, PowerPoint). 

• Valid driver’s license, insurance coverage, and clean driving record. BCA and social services fingerprint background check required. 

How to apply:   

To apply, please send a resume and complete pre-interview questions. As a part of our equitable hiring practices, we do not require a cover letter.    

An initial review of resumes will begin on October 14, 2026; however, the position will remain open until filled.  

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