ADMINISTRATIVE PROGRAM SPECIALIST - BOOTH HALL

Volunteers of America Northern Rockies; Gillette (WY); On-site; USD 42,000 - 56,000; Full time

Job summary

Volunteers of America Northern Rockies in Gillette, WY seeks an Administrative Program Specialist to manage audits, documentation, and budget tracking within a residential facility.

Responsibilities include monitoring medication compliance, preparing reports, coordinating with finance, and supporting leadership with administrative operations. High school diploma with relevant experience required; associate degree preferred, and proficiency in MS Office and QuickBooks.

Qualifications

• Associate degree in business plus two years’ experience in related administrative work
• OR High School diploma or equivalent plus four years' experience in administrative-related work
• Proficient in Microsoft Suite
• Proficient in QuickBooks

Responsibilities

• Ensures facility compliance audits and documentation readiness.
• Prepares monthly reports and correspondence for leadership.
• Assists in recruitment and staff training.
• Coordinates with Finance for payments and budgeting.
• Provides administrative support to the Executive Director.

Skills

Effective communicator

Servant leadership

Conflict resolution

Time management

Mentoring

Process documentation

Education

Associate degree in business

High School diploma or equivalent

Tools

Microsoft Office

QuickBooks

Job description

Administrative Program Specialist

Job Details: Job Location: Booth Hall - Gillette, WY 82717 Position Type: Full-time Education Level: High School Travel Percentage: Up to 25% Job Shift: Day

Classification: Non-Exempt

Reports to: Executive Director of Corrections

Date: July 2026

Each day at Volunteers of America, we strive to exemplify our foundational pillar of Servant Leadership and Cultural Values of Communication, Compassion, Integrity, Respect, and Excellence.

At VOA, we are committed to providing opportunities that help staff grow and enhance their skill sets. As part of this commitment, we invest in on-the-job training to prepare employees for their new positions, offer professional development opportunities, coaching, and career pathways to promote our culture of helping staff advance their careers throughout the organization.

JOB DESCRIPTION

Essential Functions

• Ensures facility compliance with VOA, BOP, WDOC, fire, safety, health, and medication management requirements through audits, inspections, searches, and routine monitoring.
• Ensures all documentation is complete and kept in a manner that they are audit ready.
• Monitors resident medication audits and compliance in accordance with policy.
• Serves as Grievance Manager for state and federal residents.
• Serves as Departmental Hearing Officer as assigned.
• Monitors written mail correspondence for residents.
• Compiles and submits monthly statistical reports.
• Prepares correspondence, reports, and administrative documentation for leadership and external agencies.
• Documents issues and incidents and ensures reports are submitted within required timelines.
• Attends meetings and records meeting minutes as required.
• Codes expenditures and monitors spending against the approved monthly budget.
• Deposits state residents’ checks and cash; checks safes daily.
• Coordinates with the Finance Department to print release, withdrawal, and COMO checks.
• Tracks and documents COMO payments
• Enters billing for clinical services.
• Conducts financial orientation with new state residents.
• Inventories and maintains facility-wide supplies.
• Assists with new residential admissions
• Prints and submits referral packets to the Executive Director daily.
• Sends acceptance and denial letters and maintains referral tracking logs.
• Assists in recruitment, interviewing, and hiring of Security Technicians.
• Assists the Executive Director with performance management for staff.
• Oversees VOA vehicle maintenance, inspections, and related reporting.
• Leads and delivers monthly staff training.
• Coordinates Resident transportation logistics for new DOC/BOP residents with the contractors.
• Provides direct administrative support to the Executive Director.

Competencies

• Effective communicator both orally and in writing; assertive when necessary
• Solutions and servant-based leadership
• Ability to deal with confrontation in a calm and positive manner
• Ability to work under pressure to prioritize tasks and meet tight time deadlines
• Ability to guide and mentor others, practice Relationship and Crisis management.
• Continuous demonstration of behaviors aligned with a posture of servant leadership and our cultural values

Supervisory Responsibility

This position provides nodirect supervision.

Work Environment

This job operates in a professional office environment inside a Residential Living Center. This role routinely uses standard office equipment such as laptop computers, photocopiers, and smartphones.

Physical Demands

The physical demands described here are representative of those required of an employee to perform the essential functions of this job successfully.

While performing the duties of this job, the employee is regularly required to talk or hear and have close contact with residents while searching their person. This would require the ability to bend or stoop as necessary. This position requires mobility throughout the facility and working on a computer for long periods.

Position Type/Expected Hours of Work

This is a full-time position. Days and hours of work are generally Monday through Friday, 8:00 a.m. to 5:00 p.m. Occasional evening and weekend work may be required as job duties demand.Participates in on-call rotation as required.

Travel

Some travel is expected for this position.

Required Education, Experience or Eligibility Qualifications

• Associate degree in business plus two years’ experience in related administrative work
• OR
• High School diploma or equivalent plus four years' experience in administrative-related work
• Proficient in Microsoft Suite
• Proficient in QuickBooks

Preferred Education and Experience

• Knowledge of adult corrections facilities/procedures.
• Five (5) years management and/or supervisory experience

EEO Statement

Volunteers of America Northern Rockies is committed to equal opportunity for all, without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristics. Volunteers of America Northern Rockies will make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodation would impose an undue hardship on the operation of our business.

Qualifications