Administrative Coordinator - Christian Adoption Services

Administrative Coordinator

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

Qualifications:

Education and Experience:

• Proficiency in Microsoft Office software such as Word, Excel, PowerPoint, One Drive, and Outlook is crucial

• Must have a keen eye for detail and the ability to multitask

• Experience in administrative coordination, office support, and workflow management

• He or she must also have good organizational skills, strong communication skills, and be able to carry out his or her duties in a timely fashion under the supervision of the Adoptions Operations Manager and Administration Coordinator

• Bachelor's degree is preferred and/or multiple years of experience

Other:

• Demonstrates support for the philosophy and goals of Baptist Children's Homes of NC, Inc.

• Demonstrates ethical decision-making that in all cases prioritizes the best interest of children

• Must have good organizational skills and to be able to carry out his or her duties promptly

• Must have the capability to manage, plan, organize, implement, monitor, and maintain agency post-adoption and education program

• Valid driver's license and safe driving record

Essential Duties and Responsibilities:

Administration Operations Leadership:

• Serve as the primary administrative resource for Christian Adoption Services and support the Office Manager in coordinating administrative functions across the agency

• Monitor administrative workflows, evaluate administrative processes, and recommend approved 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, and 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 supporting the Adoption Support Coordinator in credentialing and ongoing Medicaid documentation requirements when needed

• Assist with supporting the Client Services Specialist in conducting RIL background checks on adoptive family members

• Conduct 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…