Administrative Operations Specialist

Baptist Children's Homes of North Carolina, Inc.; Indian Trail (NC); On-site; USD 38,000 - 52,000; Full time

Job summary

Baptist Children's Homes of NC, Inc. is seeking an Administrative Coordinator to provide direct support to the Office Manager and oversee administrative, HR, payroll, financial, and front-office operations across the agency.

The role coordinates office workflows, compliance documentation, purchasing, and file management while maintaining confidentiality and professional service to leadership, staff, clients, and guests in a faith-based agency setting.

Qualifications

• Proficiency in Microsoft Office software such as Word, Excel, PowerPoint, OneDrive, and Outlook is crucial
• Must have a keen eye for detail and the ability to multitask
• Experience in administrative coordination, office support, and workflow management
• Good organizational skills and strong communication under supervision
• Bachelor’s degree is preferred and/or multiple years of experience

Responsibilities

• Serve as the primary administrative resource for Christian Adoption Services and support the Office Manager in coordinating administrative functions across the agency
• Monitor administrative workflows, evaluate administrative processes, and recommend approved improvements to increase efficiency, accuracy, consistency, and effectiveness
• Provide support to develop, implement, and maintain administrative procedures and best practices
• Coordinate daily office operations, agency-wide procedures, and administrative workflows to maintain an efficient, organized, and professional workplace
• Assist the Office Manager in implementing organizational initiatives, operational projects, and approved process improvements
• Coordinate cross-departmental operational needs and assist in resolving administrative and logistical challenges
• Manage relationships with building management, maintenance providers, security vendors, technology vendors, and other service contractors
• Coordinate facility maintenance schedules, inspections, repairs, office space utilization, and equipment management
• Provide office support, including phone coverage, visitor assistance, and mail handling
• Track operational performance measures, deadlines, renewals, contracts, and organizational requirements, and prepare reports for leadership as requested
• Monitor client account setup processes to ensure accuracy and timely completion
• Review client account documentation and grant-related entries for completeness
• Coordinate administrative follow-up regarding client billing, invoices, statements, and account inquiries
• Assist with developing and maintaining administrative procedures related to client account management
• Collaborate with leadership to coordinate staff meetings, leadership meetings, organizational meetings, agency events, outreach initiatives, trainings, information meetings, retreats, staff functions, and special projects
• Assist with scheduling, logistics, registration, vendor coordination, catering, travel arrangements, lodging, facility setup, and the preparation of meeting and event materials
• Develop and distribute meeting agendas and supporting materials in collaboration with leadership and supervisors
• Attend designated meetings to record minutes, key decisions, action items, and committee activities
• Distribute meeting minutes promptly and maintain organized, official records of agendas, minutes, supporting documents, organizational decisions, and historical committee actions
• Track meeting and project action items and follow up with responsible parties to ensure timely completion
• Coordinate volunteer and church partnerships by communicating with church partners, volunteers, and community organizations
• Participate in safety committee meetings and assist with workplace safety initiatives
• Support internal communication efforts and organizational announcements
• Maintain confidentiality of agency, employee, client, and financial information
• Perform other operational and administrative duties as assigned by the Adoptions Operations Manager
• Prepares for and participates in regular supervisory conferences
• Participates in 90-day and annual staff performance evaluations
• Keeps supervisor(s) informed on current status of total work responsibilities
• Represents the agency's philosophy, purpose, and programs to groups, individuals, and referral agencies in a professional and objective manner
• Complies with and conduct themselves in accordance with the North Carolina and South Carolina Licensing Rules for Child Placing and the NASW Code of Ethics
• Carries out all duties in accordance with the rules and regulations established by the North Carolina Department of health and Human Services, BCH, Inc. policies and procedures
• Participates as a team member in team meetings and other staff meetings
• Efficient in Word, Excel, and Office 365
• Ability to work with general office equipment such as computers and electronic communication devices, and operate necessary software as appropriate for the work
• Must be able to drive motor vehicles of various configurations so as to perform the above-stated duties
• Ability to read, write, and complete necessary documentation and present information to stakeholders
• Regular contact with colleagues and external parties; maintain a positive agency image
• Must be able to interpret instructions and interact with individuals facing various health situations
• Maintain confidentiality and HIPAA compliance
• Drive and mobility requirements; physical aspects of the job

Skills

MS Office

Attention to detail

Administrative coordination

Organizational skills

Bachelor’s degree preferred

Education

Bachelor’s degree preferred

Tools

Word

Excel

PowerPoint

Outlook

OneDrive

Job description

Baptist Children's Homes of NC, Inc. is seeking an Administrative Coordinator to provide direct support to the Office Manager and oversee administrative, HR, payroll, financial, and front-office operations across the agency.

The role coordinates office workflows, compliance documentation, purchasing, and file management while maintaining confidentiality and professional service to leadership, staff, clients, and guests in a faith-based agency setting.