Children's Programs Administrative Assistant

Organization

Palmer Home provides superior care for children while introducing the love of God through our service to each individual child.

Reporting to the Children’s Programs Manager, the Children’s Programs Administrative Assistant provides administrative and operational support across all Children’s Programs service lines, including Campus Care, Transitional Care, Foster Care, and Family Care.

This role supports the day-to-day coordination of scheduling, reporting, communication, events, documentation, and program logistics to help ensure children, staff, and program operations are well supported. The Administrative Assistant serves as a key support resource for Children’s Programs leadership and frontline teams while helping maintain organized, efficient, and mission-centered operations.

• Provide administrative support to the Program Manager, Houseparents, Case Managers, and Children’s Programs staff as needed.

• Serve as an administrative support resource for all Children’s Programs service lines, helping ensure operational needs are completed in a timely and organized manner.

• Assist with onboarding coordination for new program staff in partnership with HR, including systems setup, orientation coordination, and required applications.

• Maintain accurate reports, files, placement records, databases, and documentation across Children’s Programs.

• Maintain monthly placement sheets and assist with required reporting processes.

• Manage monthly Zoho reports and submit for approval on behalf of the Program Manager.

• Prepare and distribute weekly upcoming agenda items, schedules, and events lists for Children’s Programs leadership.

• Coordinate meetings, trainings, travel, lodging, catering, special events, and facility scheduling for Children’s Programs Manager.

• Coordinate annual and recurring inspections and certifications (e.g., MSDH), including preparation, inspector coordination, and maintenance of required documentation.

• Maintain program calendars, relief schedules, and administrative scheduling processes while ensuring accurate reporting to HR as needed.

• Organize and support Children’s Programs celebrations, and special events.

• Order supplies and assist with program-related purchasing and expense coordination.

• Submit bills and payment requests as needed, including Transitional Care housing/utilities, educational expenses, and psychological services.

• Process stipends, work program disbursements, allowances, and birthday funds for children and young adults while
  maintaining accurate records of all payments.

• Oversee petty cash processes and documentation for Children’s Programs as assigned.

• Support Program leadership with administrative budget-related tasks and maintain documentation related to Transitional Care insurance reporting to HR.

• Coordinate annual and recurring inspections and certifications, including preparation, scheduling escorting inspectors, and maintaining required documentation.

• Submit required Residential Homes reports and related documentation for MSDH reporting processes.

• Support and conduct background checks in coordination with Human Resources.

• Support mentor and volunteer program administration while
  maintaining accurate records in accordance with MSDH guidelines.

• Maintain relief schedules, campus calendars, Residential Assistant Caregiver schedules, and other program schedules while ensuring accurate reporting to HR.

• Support managers and directors with timecard and leave management processes.

• Organize and support Children’s Programs with celebrations, trips, and special events, including campus programming and holiday activities.

• Coordinate with Community Outreach regarding program donations, volunteer support, and applicable community partnerships.

• Notify…