Office Administrator

Company: Family Services of America CorporationLocation: Charlotte, NC Emergency Placement FacilityMain Office: 5007 Monroe Rd., Charlotte, NC 28205Reports To: Program ManagerClassification: Non-Exempt / Full-TimeWork Setting: On-Site / In-PersonROLE IN PROGRAM PHASE-IN AND LAUNCHDuring the pre-opening and implementation period, the Office Administrator will work alongside the President/CEO and Program Manager as a member of the Transition Team to:Establish and configure office systems, filing structures, and electronic recordkeeping platforms prior to facility opening.Set up staff credentialing and onboarding workflows, including tracking background check status, registry verifications, and required training completions for all new hires.Develop and maintain the administrative components of the operational blueprint, including intake documentation workflows, communication templates, and reporting schedules.Coordinate procurement of office supplies, equipment, and operational materials needed for facility launch.Support scheduling and logistics for pre-licensing reviews, regulatory walkthroughs, and readiness meetings.Serve as the primary point of contact for incoming communications, referrals, and facility inquiries during the startup phase.KEY RESPONSIBILITIESRecords Management and Compliance DocumentationMaintain Client Records: Prepare, organize, and maintain confidential resident files from intake through discharge, ensuring all documentation is complete, accurately filed, and assembled in compliance with 10A NCAC 70I regulations, CARF accreditation standards, and DSS contractual requirements.Manage Discharge and Retention Logs: Maintain discharge logs and oversee archiving of client records in accordance with state and federal record retention policies; ensure records are retrievable for audits, licensing reviews, and DSS oversight visits.Intake Documentation Processing: Process all incoming referral and intake paperwork, confirm completeness, and enter required data into the facilitys case management and records systems upon each placement.Maintain Confidentiality Standards: Handle all client and personnel records in strict compliance with HIPAA, 42 CFR Part 2 (as applicable), NC confidentiality statutes, and facility policy. Execute and maintain confidentiality agreements for all staff and volunteers.Staff Records and Phase-In HR SupportOnboarding Documentation Tracking: Process all new hire documentation packages, including signed offer letters, I-9 verification, direct deposit authorization, policy acknowledgments, and required training completion records.Pre-Employment Compliance Verification: Track and document the completion of all required pre-employment background checks, including NC criminal records checks, NC Sex Offender Registry searches, NC Health Care Personnel Registry searches, and Responsible Individuals List verifications, prior to each staff members first day.Maintain Staff Credentialing Files: Maintain current and complete personnel files for all EPF staff, including licensure, certifications, CPR/First Aid, and annual training records, in compliance with 10A NCAC 70I and contract requirements.HR Administrative Support: Coordinate onboarding logistics, schedule orientations, distribute staff handbooks, and maintain the employee roster. Flag expiring credentials and incomplete file items for follow-up by the Program Manager.Facility Operations and CoordinationCentral Communication Hub: Serve as the first point of contact for all incoming calls, correspondence, referrals, and visitor inquiries; route communications promptly and professionally to the appropriate staff member or program area.Scheduling and Coordination: Manage calendars and scheduling for the Program Manager and facility leadership, including internal meetings, supervisory sessions, DSS visits, licensing reviews, and staff training activities.Supply and Resource Management: Maintain adequate inventory of office and facility supplies; submit requisitions, track deliveries, and manage vendor correspondence for supply and maintenance needs.Correspondence and Reports: Compose, edit, and prepare professional correspondence, memoranda, meeting minutes, and program reports as directed. Support submission of statistical and narrative reports required under the DSS contract.Meeting Support: Prepare agendas, take and distribute meeting minutes, and follow up on action items for team meetings, MDT meetings, and facility-wide communications.Data Entry, Systems, and TechnologyCase Management System Data Entry: Enter and maintain accurate resident and placement data in the facilitys electronic case management system; ensure data integrity and timeliness in accordance with contract reporting requirements.Microsoft Office Suite: Proficiently use Word, Excel, Outlook, and Teams for document creation, spreadsheet tracking, email communication, and scheduling. Maintain and update tracking logs, rosters, and compliance matrices in Excel.Electronic Records and Imaging: Create, scan, and maintain digital images of facility documents; manage electronic filing systems to ensure organized and accessible storage of client, staff, and operational records.Database and Reporting Tools: Enter data into DSS-required platforms and county reporting systems as applicable; generate standard reports and pull data summaries for program leadership. Familiarity with or ability to quickly learn web-based case management platforms, EHR-adjacent systems, and government reporting portals required.Basic Data Analysis: Compile and organize program data for reporting purposes, including bed utilization, placement activity logs, length-of-stay tracking, and staff training completion rates.Perform other duties as assigned by the Program Manager or President/CEO.SCOPE OF WORK ALIGNMENTIn support of the Statement of Work under the Emergency Placement Facility contract, the Office Administrator is responsible for:Maintaining the administrative infrastructure that supports timely and accurate contract deliverables, including documentation of placements, discharges, and service activity.Ensuring that all personnel files and pre-employment compliance records are current and audit-ready at all times in accordance with licensing and contractual standards.Supporting the data collection and reporting functions required under the contract, including placement metrics and service utilization data.Serving as the operational backbone of the facilitys day-to-day administrative functions, ensuring continuity of communications and records management across all program areas.Contributing to pre-licensing preparation by organizing documentation, coordinating inspection logistics, and maintaining facility-wide compliance tracking records.REQUIRED SKILLSAdvanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams) requiredExperience with electronic case management systems, EHR platforms, or government database portalsStrong data entry accuracy and records management disciplineExcellent written and verbal communication skillsExceptional organizational skills and ability to manage multiple concurrent prioritiesSound judgment in handling confidential information in compliance with HIPAA and applicable statutesSelf-directed with ability to work with minimal supervision in a startup environmentProfessional demeanor and strong interpersonal skills across diverse staff and stakeholder groupsFamiliarity with NC child welfare administrative processes preferredQUALIFICATIONSHigh school diploma or equivalent required; Associates or Bachelors degree in Business Administration, Human Services, or a related field preferred.Minimum of three (3) years of administrative or clerical experience required.Experience in a healthcare, behavioral health, child welfare, foster care, or residential care setting strongly preferred.Demonstrated experience managing confidential personnel or client records in a regulated environment.Valid North Carolina drivers license preferred.Must successfully pass all required pre-employment background checks, including NC criminal records check, NC Sex Offender Registry, NC Health Care Personnel Registry, and Responsible Individuals List, prior to employment.COMPENSATION & BENEFITSBenefits Include:Health, Vision, and Life InsurancePaid Time Off and Holiday PayShort-Term DisabilityTuition ReimbursementHealth & Wellness ProgramsFlexible scheduling aligned with program needs
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