Administrative Assistant

The Administrative Assistant is a member of the administrative support team responsible for ensuring a professional, welcoming, and efficient office environment for visitors, staff, and external partners. This position serves as the primary front desk coordinator and provides administrative support for program operations, compliance activities, and business office functions. The Administrative Assistant is responsible for accurate data entry, recordkeeping, meeting coordination, and multiple concurrent workflows.

This position supports regulatory audit preparation, and other operational functions while maintaining organization, attention to detail, and the ability to prioritize competing deadlines in a fast-paced environment.

• Demonstrates an understanding of trauma-informed care through the promotion of safety, consistency, supervision, and support for youth.
• Works cooperatively with all employees to support the mission and goals of Kentucky United Methodist Homes.
• Models KYUMH values by demonstrating professionalism, humility, teamwork, self-awareness, and a commitment to the agency mission.
• Maintains a positive and professional image of KYUMH with clients, visitors, staff, and external stakeholders.

• Serve as the primary front desk coordinator, answering and directing incoming calls and providing general administrative support.
• Greet and process visitors through the Raptor system, coordinate campus escorts, maintain visitor logs, and ensure compliance with confidentiality requirements.
• Schedule and coordinate meetings, appointments, events, training sessions, and facility usage as directed.
• Prepare Annex room, meeting materials and record meeting minutes as requested.
• Update and distribute campus phone lists and other administrative communications.
• Communicate critical information during campus emergencies through approved communication systems.
• Understand and appropriately utilize agency telephone, voicemail, and communication systems.
• Perform other administrative duties as assigned to support program operations.

• Ensure confidential filing, storage, retention, and destruction of records in accordance with agency.
• Process discharge packets and maintain records related to file storage and archival.
• Support regulatory audits, monitoring reviews, accreditation activities, and corrective action processes.
• Assist compliance monitoring efforts as requested.
• Assume responsibility for assigned projects related to regulatory reviews, accreditation, and quality improvement initiatives.

• Enter and maintain data in federal databases and internal systems within required time frames.
• Track and monitor time-sensitive documentation from multiple departments.
• Scan, upload, organize, and maintain electronic and paper records.

• Maintain tracking systems and documentation related to program operations and compliance activities.
• Assist leadership with gathering information and preparing reports for internal and external stakeholders.
• Support business office operations and special projects as assigned.

• Coordinate initial New Employee Orientation (NEO) with applicable departments

• Assist with travel arrangements and transportation for youth
• Communicate travel information to program staff and care team members.
• Provide professional communication and coordination with attorneys, immigration officials, external providers, and partner agencies.

• Process purchase requisitions and maintain associated records.
• Order, receive, and track office supplies and operational materials.
• Process credit card documentation and reporting requirements.
• Maintain inventories, including agency apparel and other designated items.
• Accept, document, and report monetary and in-kind donations.
• Support billing activities, vendor coordination, and other routine business office functions.

This is a full-time position. Days and hours of work are Monday through Friday.

• Appointment coordination
• Attention to detail
• Effective, warm and professional communication
• Handle stress effectively
• Honesty
• Adapt to new technology
• Organizational skills/workplace
• Personal Accountability
• Strict confidentiality…