Administrative Coordinator - Christian Adoption Services

About the Role

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

Responsibilities

• Administration & Operations Leadership
  • Serve as the primary administrative resource for Christian Adoption Services and support the Office Manager in coordinating administrative functions.
  • Monitor administrative workflows, evaluate processes, and recommend 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; 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 credentialing and ongoing Medicaid documentation requirements.
  • Conduct RIL background checks and 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.
  • 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 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.
  • 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 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 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.

Requirements

• Proficiency in Microsoft Office software such as Word, Excel, PowerPoint, OneDrive, and Outlook.
• Keen eye for detail and ability to multitask.
• Experience in administrative coordination, office support, and workflow management.
• Strong organizational and communication skills; ability to carry out duties in a timely fashion under supervision.
• Bachelor’s degree preferred and/or multiple years of relevant experience.
• Demonstrates support for the philosophy and goals of Baptist Children’s Homes of NC, Inc.
• Demonstrates ethical decision-making that prioritizes the best interest of children.
• Capability to manage, plan, organize, implement, monitor, and maintain agency post-adoption and education programs.
• Valid driver’s license and safe driving record.
• Ability to work with general office equipment such as computers, electronic communication devices, and necessary software.
• Ability to drive motor vehicles of various configurations to perform job duties.
• Ability to read, write, and complete necessary documentation; effectively present information and respond to questions from coworkers, clients, and stakeholders.
• Regular contact with colleagues in all departments, as well as with outside individuals and groups; must represent the agency positively.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form and draw conclusions.
• Ability to productively relate to and interact with individuals facing a variety of mental and emotional health situations.
• Complies with agency policies and procedures concerning confidentiality and HIPAA regulations involving client information, case records, and medical data.

Physical Demands

The physical demands described 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.

• 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 are representative of those an employee may encounter in any home or office setting. Work may also 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.