Administrative Assistant to Executive Vice President Programs

Hendrick Home for Children; Abilene (TX); On-site; USD 42,000 - 64,000; Full time

Job summary

Hendrick Home for Children is seeking an Administrative Assistant to the Executive Vice President & Programs. This full-time role provides essential administrative and operational support to the EVP and the Clinical/Programs department on campus.

You will manage calendars, prepare meetings, handle communications, and coordinate licensing compliance, staff trainings, and inspections while maintaining records and scheduling for clinical and program needs.

Responsibilities

• Manage and anticipate daily administrative or support needs of the Executive Vice President, including meeting preparation, taking minutes, managing calendars, and communicating campus needs.
• Screen and assist with incoming calls, emails, and other communications for programs.
• Maintain records for state licensing guidelines and compliance, schedule staff trainings, and coordinate inspections (fire, health, drills, gas tests, etc.).
• Maintain Licensing Provider Portal to apply for and maintain background checks for staff, visitors, volunteers, etc., per licensing requirements.
• Coordinate campus scheduling, including staff rotations, emergencies, clinical on-call, and holiday flex scheduling.
• Compile and maintain Campus census and statistical reports.
• Arrange Executive Vice President’s and program teams travel, registrations, and accommodations.
• Maintain Medicaid benefit records for HHC children, including applications, reviews, notices, and coverage changes.
• Initiate health, dental, and auto insurance applications for aftercare and manage payments after approval.
• Schedule routine medical appointments for children per licensing guidelines.
• Reconcile annual charges and social security reports; verify social security funds quarterly.
• Log and reconcile allowances for items such as clothing, cosmetics, and gifts.
• Liaise with AISD for TEA reports and tutoring programs, and with the food service program for lunches.
• Coordinate with software developers to update software as needed.
• Maintain clinical files for programs, including intake, Plans of Service for new admissions, and ongoing scheduling of Plans of Service.
• Complete monthly file audits to ensure compliance and reconcile monthly allowances for basic and after-care programs.
• Collaborate with families and staff to coordinate visitation and address arising needs.
• Support other duties as needed by the Executive Vice President and/or President/CEO.

Job description

Job Description

Position Title: Administrative Assistant to Executive Vice President & Programs

Job Type: Full-time Salaried Position

Department: Clinical/Programs

Supervisor: Executive Vice President

Major/Essential Duties of the Job:

This position manages, anticipates, and provides essential administrative and operational support to the Executive Vice President and Programs Department, helping ensure that campus systems, schedules, records, compliance requirements, and program processes are organized, accurate and functioning effectively.

General Responsibilities/Expectations

• Manage and anticipate any daily administrative or support needs of Executive Vice President to include preparation for meetings, providing meeting minutes, managing calendars, and communicating campus needs that arise
• Screen and assist with incoming calls, emails, and other forms of communication for programs.
• Manage, ensure, and maintain records for all state licensing guidelines and compliance: to include managing and scheduling all staff trainings per licensing guidelines, all inspections: fire and health inspections/drills, gas pressure test, children’s trip reports, etc.
• Maintain and update Licensing Provider Portal as needed to include applying and maintaining background checks for all staff, visitors, volunteers, etc. along with any needs required by licensing
• Responsible for all campus scheduling, this includes coordination of childcare staff rotations and emergencies, clinical on call, and holiday flex scheduling
• Compile and maintain Campus census and statistical reports
• Coordinate the Executive Vice President’s and program teams professional travel and conference commitments, including conference registration, travel arrangements and accommodations, scheduling, and other related logistical needs
• Maintain records necessary for Medicaid benefits for HHC children. This includes applications, reviews, notice of changes, card distribution, and notices to end or change coverage.
• Initializing applications for aftercare to obtain health, dental and auto insurances. Requesting payment of these services once established and approved.
• Maintain and schedule routine physical and dental appointments for children per state licensing guidelines.
• Reconcile annual charges and fill out social security reports on children. Verify social security funds received quarterly.
• Log and reconcile allowances on items such as: clothing, cosmetics, gifts.
• Serve as liaison with AISD for annual TEA report and children’s tutor program, along with annual report for the food service program for lunches.
• Serve as liaison with software developer to update software as needed.
• Maintain all clinical files for programs to include: preparing initial digital file, inputting intake and preliminary Plans of Service for new admissions, and maintaining, scheduling, and assisting with Plans of Service thereafter
• Complete monthly file audits to ensure and maintain compliance
• Maintain requests for and reconciliation of any monthly allowances for basic care and after care programs
• Work with families and staff to coordinate visitation and any needs that arise
• Anything else deemed necessary by the Executive Vice President and/or President/CEO.

Company Description

Hendrick Home for Children raises children in a safe and loving Christian environment that provides an atmosphere of spiritual, physical, emotional and intellectual growth.