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Job Description
Program Assistant
GLADNEY CENTER FOR ADOPTION - 4.1
Fort Worth, TX Job Details Full-time 14 hours ago Qualifications Confidential information handling Microsoft Excel Email customer support Microsoft Outlook Phone communication Word embeddings High school diploma or GED Managing clients in a customer support role Microsoft Teams Video conferencing systems operation Client interaction via phone calls
Full Job Description SUMMARY:
The Program Assistant provides administrative and client support to families throughout the adoption application and approval process. This role is responsible for guiding families through detailed documentation requirements, tracking and processing paperwork, maintaining accurate records, and ensuring all required materials are completed and submitted in a timely manner. The position serves as a primary point of contact for prospective adoptive families, answering questions, providing updates, and delivering exceptional customer service throughout their adoption journey.
JOB DUTIES AND ESSENTIAL FUNCTIONS
Prepare, organize, and maintain client files in accordance with agency standards, licensing requirements, and regulatory guidelines. Monitor documentation to ensure all required file elements remain current and proactively coordinate updates for items approaching expiration. Enter, verify, and maintain accurate information within internal databases and tracking systems to support recordkeeping, reporting, and compliance efforts. Coordinate the collection, review, and processing of required forms, supporting documentation, background checks, and training records. Communicate regularly with prospective adoptive families by phone and email to answer questions, provide guidance, and assist them throughout the application process. Serve as a primary point of contact for families, providing timely updates regarding documentation requirements, application status, and next steps. Assist with scheduling appointments, meetings, and other activities related to the adoption process. Prepare documentation and conduct file reviews to ensure completeness, accuracy, and compliance with agency, state, and licensing requirements. Support audits and quality assurance activities by maintaining organized records and ensuring required documentation is readily available. Collaborate with program staff and external partners to facilitate a smooth and efficient experience for families navigating the adoption process. Perform other duties and special projects assigned to support organizational objectives and enhance operational efficiency.
MINIMUM REQUIREMENTS
High school diploma or equivalent required; Associate's or Bachelor's degree preferred. Two years of administrative, customer service, or office support experience. Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, as well as Microsoft Teams. Strong organizational skills with the ability to manage multiple tasks, priorities, and deadlines. Excellent verbal and written communication skills, including the ability to communicate professionally by phone and email. Demonstrated attention to detail and ability to maintain accurate records and documentation. Ability to handle sensitive and confidential information with professionalism and discretion. Strong customer service skills and a commitment to providing a positive experience for clients and stakeholders.
PREFERRED REQUIREMENTS
Bachelor's degree in Social Work, Human Services, Psychology, Business Administration, Communications, or a related field. Experience working in adoption, child welfare, nonprofit, social services, healthcare, or other client-focused environments. Knowledge of adoption processes, licensing requirements, or regulatory compliance standards. Experience managing detailed documentation, records management, or case files in a highly regulated environment. Proficiency with database management systems, electronic records systems, or customer relationship management (CRM) platforms. Experience coordinating multiple projects, deadlines, and stakeholders in a fast-paced environment. Demonstrated ability to build positive relationships with clients and provide compassionate, customer-focused support. Equal Employment Opportunity Statement Gladney Center for Adoption is an equal opportunity employer committed to creating an inclusive environment for all employees. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other legally protected status. All qualified applicants will receive consideration for employment without regard to these factors. We encourage applications from individuals of all backgrounds and experiences.
