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Executive Operations and Administrative Coordinator Access Granted Now, Inc.

Bradenton, FloridaFull-Time |

Primarily On-SiteSalary:

$48,000-$55,000 per year About Access Granted Now Access Granted Now, Inc. is a faith-based, trauma-informed residential care organization serving children and adolescents in Manatee County. We are licensed by the Florida Department of Children and Families and accredited by The Joint Commission. Our mission is to provide safe, structured, and supportive environments where youth can achieve personal, educational, behavioral, and developmental milestones. Position Summary Access Granted Now is seeking an exceptionally organized, dependable, and proactive Executive Operations and Administrative Coordinator. This position will serve as a central point of administrative coordination and organizational follow-through. The coordinator will provide direct support to the CEO and work in close daily partnership with the Site Director while collaborating with the COO and other organizational leaders. The successful candidate will help organize executive priorities, support communication with families and placing agencies, maintain HR and compliance systems, document leadership decisions, monitor assignments and deadlines, and follow up until responsibilities are completed. This is not a passive clerical position. We need someone who takes initiative, anticipates needs, maintains reliable systems, communicates professionally, and is comfortable following up with employees and leaders at every level. Primary Responsibilities Maintain a centralized tracker of organizational assignments, responsible persons, deadlines, and completion status. Document leadership decisions and convert them into clear action items. Follow up consistently on assigned responsibilities and escalate overdue or unresolved matters. Prepare a concise weekly dashboard identifying completed work, pending priorities, approaching deadlines, barriers, and decisions requiring executive review. Support the CEO with scheduling, correspondence, meetings, organizational priorities, and administrative follow-through. Serve as a primary administrative support partner to the Site Director. Assist with communication and follow-up involving families, placing agencies, case managers, guardians, and community partners. Track requested documents, consents, appointments, meetings, placement information, and outstanding responses. Prepare meeting agendas, record minutes, distribute assignments, and monitor action items through completion. Coordinate employee onboarding, personnel documentation, background screening, references, credentials, and training records. Maintain calendars for training, licenses, certifications, evaluations, renewals, inspections, and other regulatory requirements. Track incident-report completion, corrective actions, employee supervision requirements, and other required follow-up. Support DCF licensing, Joint Commission accreditation, quality-improvement activities, and BQRTP implementation. Organize records and documents requested by leadership, placing agencies, licensing entities, accrediting organizations, and other authorized parties. Assist with job postings, applicant communication, interview scheduling, and employment-related correspondence. Develop and maintain practical administrative tools, including checklists, calendars, templates, workflows, and standard operating procedures. Identify recurring gaps or missed deadlines and recommend practical process improvements. Maintain strict confidentiality regarding youth, employees, families, finances, and organizational matters. Support for the Site Director A significant part of this position is helping reduce the administrative and follow-up burden currently carried by the Site Director. The coordinator will organize information, track outstanding responsibilities, support family and agency communication, prepare administrative documentation, and help ensure that required follow-up is completed. This support will allow the Site Director to focus more fully on youth safety, staff leadership, program quality, and daily residential operations. The coordinator will not replace the Site Director's decision-making or supervisory authority. Qualifications Required Relevant experience in administration, operations, human resources, healthcare, behavioral health, social services, education, residential care, or a related setting. Demonstrated ability to organize multiple assignments, priorities, and deadlines. Strong follow-through and the ability to complete responsibilities without repeated reminders. Ability to document information accurately and maintain organized electronic records. Confidence communicating with employees and leaders at all organizational levels. Ability to follow up respectfully but persistently when work is incomplete. Strong written and verbal communication skills. High degree of professionalism, discretion, integrity, and emotional maturity. Proficiency with email, electronic calendars, spreadsheets, shared documents, and Microsoft Office or Google Workspace. Ability to create and maintain trackers, checklists, reports, and administrative workflows. Ability to pass all required background screenings and meet applicable employment and regulatory requirements. Preferred Associate's or bachelor's degree in business administration, human resources, healthcare administration, organizational leadership, social services, or a related field. Human resources, employee-relations, executive-support, or project-coordination experience. Experience in child welfare, foster care, behavioral health, residential services, healthcare, education, or another regulated environment. Familiarity with Florida DCF requirements, Joint Commission standards, Medicaid services, or accreditation processes. Experience maintaining personnel records, compliance calendars, regulatory documentation, or quality-improvement systems. The Right Candidate Will Follow assignments from the initial request through verified completion. Document commitments rather than relying on memory or verbal conversations. Notice approaching deadlines and act before they become emergencies. Maintain systems consistently, including during periods when operations are going well. Ask questions when responsibilities or expectations are unclear. Communicate barriers before deadlines are missed. Remain calm and organized in a fast-moving environment. Be comfortable following up with senior leaders. Understand the difference between supporting a leader and assuming that leader's responsibilities. Have a genuine commitment to supporting vulnerable youth and the professionals who serve them. Reporting and Role Boundaries The Executive Operations and Administrative Coordinator will initially report directly to the CEO and work in close daily partnership with the Site Director. The coordinator will also collaborate regularly with the COO and other organizational leaders. The coordinator will have the authority to request status updates and follow up regarding assigned responsibilities, required documentation, and established deadlines. This position is intended to strengthen administration, communication, compliance, and organizational follow-through. It is not intended to replace the responsibilities of the COO, Site Director, clinical leadership, nursing personnel, or other department leaders. This position will not be routinely scheduled or used as direct-care residential coverage. Schedule and Compensation This is a full-time, primarily on-site position in Bradenton, Florida. The regular schedule will generally occur during normal business hours. Limited flexibility may occasionally be required for meetings, inspections, deadlines, or urgent administrative needs associated with a residential program. The salary range is $48,000-$55,000 annually, based on qualifications, relevant experience, and demonstrated competencies. Employment is contingent upon successful completion of required background screenings, references, and employment documentation. Application Questions Applicants should submit a current résumé and answer the following questions: Describe a time when you inherited a disorganized process or several overdue responsibilities. What system did you implement, and what was the outcome? How do you ensure that assignments, promises, deadlines, and required follow-up are not forgotten? How would you handle a situation in which a senior employee repeatedly failed to complete assigned work by the established deadline? Selected candidates may be asked to complete a brief job-related organizational exercise. Equal Employment Opportunity Access Granted Now, Inc. is an equal opportunity employer. Employment decisions are based on organizational needs, job requirements, qualifications, demonstrated competencies, and applicable legal requirements. Access Granted Now, Inc. does not discriminate on the basis of any status protected by applicable law.

Pay:

$48,000.00 - $55,000.00 per year

Benefits:

Dental insurance Health insurance Life insurance Professional development assistance Vision insurance

Work Location:

In person