Foster Care Documentation Coordinator ~ Full Time ~ Ann Arbor Offices

Location: Hybrid - Ann Arbor Offices | Status: Full time

Welcome to Samaritas Nation! Samaritas is a Michigan-based human services organization dedicated to connecting people with families and communities, empowering them to live their fullest life possible, and creating a ripple effect of transformation. Inspired by the Good Samaritan, our mission-driven, faith-based organization provides compassionate services that strengthen individuals, families, and communities across Michigan.

About the role

Samaritas is seeking a highly organized, detail-oriented Documentation Coordinator to support our Foster Care programs. In this vital role, you'll help ensure the integrity, accuracy, and compliance of personnel and program documentation while supporting onboarding activities, file management, quality assurance initiatives, and regulatory compliance efforts. If you thrive on organization, enjoy collaborating with diverse teams, and are passionate about supporting programs that positively impact children and families, this may be the perfect opportunity for you.

Responsibilities

• Support onboarding activities by collecting, reviewing, and maintaining required employment and program documentation.
• Maintain organized personnel, program, case, and archived files.
• Manage filing systems, document tracking processes, labeling, copying, and off-site storage coordination.
• Ensure the secure handling of confidential personnel and client information.
• Monitor records retention and maintain documentation according to agency standards.
• Conduct regular reviews of personnel files, case files, program records, and onboarding documentation.
• Verify documentation is complete, accurate, timely, and compliant with agency policies and regulatory requirements.
• Identify missing, inaccurate, or outdated records and communicate findings to staff and supervisors.
• Recommend corrective actions and process improvements to strengthen compliance and documentation practices.
• Track required reports, legal documents, licensing requirements, and onboarding materials to support ongoing compliance.
• Provide guidance and training to staff on documentation standards, onboarding requirements, filing procedures, records retention, and compliance expectations.
• Serve as a resource for documentation best practices across programs.
• Collaborate with Human Resources, supervisors, managers, and administrative teams to ensure consistency in recordkeeping and compliance efforts.
• Assist with internal and external audits, licensing reviews, and compliance monitoring activities.
• Prepare documentation and records needed for audits and program reviews.
• Support administrative processes that promote efficient records management and quality assurance.

Requirements

• Associate degree in a Human Services field preferred.
• Two or more years of experience in records management, compliance, quality assurance, human services administration, or a related field preferred. Knowledge of foster care, adoption, child welfare, and/or licensing requirements strongly preferred.

Skills

• Exceptional attention to detail and organizational skills.
• Ability to manage multiple priorities while maintaining accuracy.
• Strong verbal and written communication skills.