Program Assistant - International
About the Job:
The Program Assistant performs a variety of duties with the goal of assisting families through the adoption process in one or more of Gladney’s country programs. This position will assist our clients by focusing on the documentation and dossier process, delivering exceptional customer service, and maintaining accurate records, compliance, and organization. The role requires strong organizational skills, attention to detail, flexibility, diligence, and creativity. Given the nature of the work and the office environment, the incumbent in this position must adhere to the program’s confidentiality policy at all times. This is a non-exempt, Full-Time position, located in Delaware.
Key Responsibilities:
- Responding to families questions and inquiries.
- Composing and sending necessary correspondence.
- Assisting family with Dossier process, including notarizations (if applicable), certifications, legalizations, etc.
- Sending family information packets.
- Acting as liaison between client and other agencies, if needed (HS agency, USCIS, etc.)
- Corresponding with Program Managers on any concerns, complaints or clinical issues.
- Prepare all mailers/Fed-ex/DHL mailers.
- Ensure family documentation meets state and country requirements.
- Assist with auditing each client’s file, before the dossier is sent, before travel, and once home, ensuring that all required paperwork is included.
- Follow up on any missing items until all items are complete.
- Prepare post-placement schedule letters to the agency when client arrives home and update SAM with PAR agency’s information.
- Ensure file/paperwork is saved to SharePoint
- Close family file in SAM.
- Scanning and filing paperwork.
- Work with all program staff to stay knowledgeable about adoption process, program criteria, all dossier paperwork and requirements.
- Support Program Staff with any requests or assigned project(s). Report back on all tasks in a timely manner.
- Assist with Hosting programs. Attend all hosting events and spend time with hosting children and families.
- Perform weekly client audit reports to ensure all families remain in close contact with Gladney.
- Review child files and help to advocate for waiting children, as well as waiting families.
- Help plan special events such as trainings, fundraisers, reunions, etc.
- Ensure adequate record keeping on all assigned cases.
- Strict adherence to the Code of Ethics and Confidentiality.
- Develop and implement innovative solutions to support children and families, while also identifying creative strategies to reduce business expenses.
- Follow all policies, procedures, and philosophies of the agency. Follow agency regulations and guidelines when interacting with prospective adoptive families.
- Perform other duties as assigned to support the organization’s operational needs and contribute to the overall team’s success.
Minimum Qualifications/Requirements:
- Bachelor's degree or at least 2 years of relevant experience in adoption or social services (working with children and families) preferred.
- Excellent written and oral communication skills.
- Excellent reading comprehension skills.
- Ability to work a flexible schedule that may include evenings & occasional weekends.
- Strong interpersonal skills with emphasis on communication skills.
- Have a solid desire to help children find homes, health and hope through the efforts of our agency.
- Demonstrated ability to maintain a compassionate and supportive attitude towards others.
- Strong attention to detail.
- Ability to work independently and take initiative.
Benefits:
- 403(b)
- Paid Time Off - Including Vacation and Sick Time
- Company Paid & AD&D
- Short Term Disability
- Health, Dental & Vision coverage
- Access to robust Employee Assistance Program (EAP)
- Adoption benefits
- Professional development opportunities
- Continuing education opportunities
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.
