Administrative Assistant

Position Summary

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.

Essential Functions and Competencies

Mission, Culture, and Trauma-Informed Care

• 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.

Administrative Operations and Office Coordination

• 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.

Client Records, Documentation, and Regulatory Compliance

• 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.

Data Management and Information Systems

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

Reporting and Program Support

• 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.

New Employee Orientation

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

Client Travel and Service Coordination

• 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.

Purchasing, Inventory, and Financial Administration

• 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.

Position Type/Expected Hours of Work :

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

Competencies

• 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 practice with clients as well as with employees and situational incidences
• Task management
• Teamwork
• Professional and friendly telephone and visitor greeting protocol
• Time management
• Travel planning

Required Education and Experience

• A High School Diploma is required; An associate degree or bachelor’s Degree is preferred.
• 1 year of experience in clerical, business administration or operations, office management or another related field is required; 2+ years preferred.

Preferred Education and Experience

• Experience working with diverse populations, including refugee and/or unaccompanied children and adolescents
• Office management experience and proficient computer skills

Additional Requirements

• Maintain a valid driver’s license and acceptable driving record.
• Submit to federal and state background and fingerprint checks.
• Submit to pre‑employment and random drug screenings.
• Maintain required trainings including CPR/First Aid
• Maintain required vaccinations

Work Environment

This job operates in a professional office environment which is also a living home environment for clients. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands :

The physical demands described here are representative of those required to perform the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform these functions. This position requires occasional standing, walking, sitting, reaching, bending, kneeling, climbing stairs, and lifting or moving up to 25 pounds. The employee must be able to communicate effectively, operate office equipment, and perform tasks requiring close attention to detail. Vision requirements include close and distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.