Adoption Services Coordinator

Adoption Coordinator

Assures objectives are met by performing child and family case-related administrative processes for assigned country programs. Carry out services for the adoption programs from application through post-placement including welcoming families into program; reviewing family dossiers and psychological reports; reviewing post placement reports and child adoption materials. Providing guidance to team on home study, dossier and child information processing; updating electronic databases, folders and records of clients on a daily basis;

monitoring case progress; reviews child adoption materials and family home study / dossier, recommending to the Case Manager and/or Adoption Director issues needing attention; and keeping regular communication with US-based and overseas staff and partners to obtain case information and trouble-shoot problems.

The position involves ongoing monitoring of case progress, ongoing communication and consultation with social work staff within Holt and with domestic and overseas partners and Central Adoption Authorities. The Adoption Coordinator, under supervision of the Director of Intercountry Adoption, ensures services are delivered reflect the highest standard of social work practice.

Essential functions include ensuring children are placed in nurturing families by welcoming families into program, gathering necessary documentation, evaluating various child and family case materials related to the adoption processes and assessing appropriateness for adoption, evaluating and communicating about case information with adoption team, social services team, supervised provider agencies, direct social workers, psychologists, and with international partner entities as appropriate.

Manages families in process by coordinating transfer of files from the inquiry department. Provides families with access to and updates the content of the online handbook. Provides quarterly contacts for families. Prepares and sends monthly country updates and newsletters. Schedules and assists with Family Zoom calls as requested. Provides timely communication to families in process regarding program news and process changes.

Ensures accuracy of adoption documents by examining and offering edits to key dossier documents including the adoption home study, psychological evaluation, and by communicating needed corrections or revisions to families, overseas staff, and adoption entities in assigned country programs. Assists all families with their dossier process through providing guidance and reviewing documents for accuracy, answering questions, and providing instructions, examining documents, communicating needed corrections or revisions, maintaining and updating family files and updating databases as needed.

Answers questions about the USCIS / i-800a or i600a and/or i800 and i600 processes.

Assists with notarizing, printing, mailing home studies, adoption documents, dossiers in timely manner. Distributes mail, scans documents for Case Manager and Director of Intercountry Adoption's review to ensure timely processing.

Prepares and sends monthly adoption program newsletters and assembles resources for adoptive families, prepares, and sends monthly resource newsletter for adoptive families.

Tracks ongoing family preadoption education by entering training hours in Holt's database. Proactively initiates reminders for families who are behind in meeting ongoing education hours.

Assures access to and organization of records by coordinating, maintaining and accurately updating family, child, and database files on a daily basis. Assisting Adoption Case Manager with developing and maintaining systems to track and organize child and family case information. Develops and coordinates system to track translation of documents. Maintaining adoption statistics and assisting in reporting as needed.

Sends child updates and tracks receipt of Child Information Transmittal Memo when requested by Case Manager.

Ensures child information is entered into the Holt database.

Prepares and sends adoption documents such as Docusign packets for welcome documents, child assignment/placement agreements, and post-placement…