Program Assistant/Recruitment Specialist

Position Summary

The Program Assistant / Recruitment Specialist serves as the central operational hub and the frontline brand ambassador for NYAP’s Lubbock office. This hybrid role is designed to provide high-level administrative support directly to the Executive Director while actively driving the initial phases of the foster parent recruitment pipeline. The ideal candidate will seamlessly balance daily office operations and compliance tracking with an outgoing, proactive approach to community engagement, sourcing local event opportunities to help expand NYAP's regional foster care footprint.

Responsibilities

• Frontline Recruitment Triage & Community Engagement
  • First Contact Response: Serve as the immediate, warm, and professional first point of contact for all regional inbound inquiries from prospective foster parents.
  • Applicant Triage: Conduct initial vetting and pre-screening of prospective families against state licensing baselines, efficiently gathering data before transferring qualified leads to the Executive Director.
  • Outreach Sourcing: Proactively research, pitch, and book NYAP’s presence at community events, local fairs, faith-based organizations, and civic gatherings across Region 1.
  • Event Logistics Management: Coordinate event registrations, secure vendor spots, manage promotional material inventories, and organize all outward-facing logistical needs for the recruitment team.
• Compliance Tracking & Executive Director Support
  • Licensing & Accreditation Assistance: Work directly alongside the Executive Director to gather, organize, and compile documentation for COA (Council on Accreditation) and state licensing/certification reviews.
  • Provider File Compliance: Monitor, update, and accurately file mandatory background check documentation, fingerprinting clearances, and annual training logs for all area foster parents.
  • Systems Support: Assist the Executive Director with data entry, file tracking, and basic documentation logging within NYAP’s specialized Evolve electronic health records (EHR) system and coordinate initial Medicaid system verifications.
  • Facility Standards: Conduct regular checks and maintain compliance regarding local office building and safety standards required for licensing.
• Core Office Administration
  • Office Operations: Manage daily agency correspondence, answer and route phone calls, greet visitors, and maintain a welcoming professional environment.
  • Supply Chain Management: Monitor and order office supplies, recruitment materials, and organizational collateral to ensure the team is continuously equipped.
  • General Support: Perform other clerical and administrative duties as assigned by the Executive Director to optimize local office efficiency.

Qualifications

• High School Diploma or equivalent required; associate or bachelor’s degree in business administration, Human Services, or a related field preferred.
• 1–3 years of experience in an administrative support, customer service, or data-tracking role.
• Experience within a foster care, child welfare, or non-profit agency is a major plus.
• Exceptional organizational and multi-tasking skills.
• Strong, empathetic verbal and written communication skills.
• High attention to detail and a commitment to strict confidentiality (HIPAA compliance).
• Capacity to effectively work with and be respectful and sensitive to persons from various cultures, socioeconomic, ethnic, religious, and racial backgrounds.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to quickly learn and adapt to specialized databases, including Evolve EHR and state Medicaid tracking portals.
• Valid driver’s license, reliable personal transportation, good driving record, minimum automobile insurance coverage of $100,000/$300,000 bodily injury liability.

Benefits

• Student Loan Repayment assistance, up to $1,200 per year!
• Medical, Dental, and Vision insurance for you and your family!
• 22 Days Off Each Year!
• Plus 11 Paid Holidays Per Year!
• Competitive salaries and benefits including a 401(k)
• Summer Hours Off (Friday afternoons off).
• Tuition Assistance
• Work Anniversary Trips!
• Peace leave
• Supervision Hours (for staff working on Independent Licensure)
• Flexible Hours
• Mileage Reimbursement