Children's Programs Administrative Assistant

Palmer Home for Children; Lake Cormorant (MS); On-site; USD 36,000 - 42,000; Full time

Job summary

Palmer Home for Children is seeking an Administrative Assistant to support the Children’s Programs across Campus Care, Transitional Care, Foster Care, and Family Care. This in-office role coordinates scheduling, reporting, events, documentation, and program logistics to keep operations organized and mission-driven.

The position partners with a Programs Manager and frontline teams, emphasizes confidentiality, and requires strong organizational and communication skills with proficiency in

Qualifications

• Minimum of 2 years of administrative support experience preferred
• Associate degree preferred
• Strong organizational, communication, and multitasking skills
• Highly detail-oriented with the ability to manage multiple priorities in a fast-paced environment
• Proficiency in Microsoft (Teams, Word, Excel, Outlook, PowerPoint)
• Experience coordinating schedules, meetings, and events preferred
• Ability to maintain confidentiality and exercise sound judgment
• Ability to work collaboratively across teams and departments while maintaining professionalism
• Self-starter with a positive attitude and willingness to support operational needs as they arise
• Must be in agreement with the Palmer Home for Children Statement of Christian Beliefs and demonstrate a strong commitment to Christ consistent with Palmer Home’s mission and status as a nonprofit religious organization.

Responsibilities

• Provide administrative support to the Program Manager, Houseparents, Case Managers, and Children’s Programs staff as needed.
• Serve as an administrative support resource for all Children’s Programs service lines, helping ensure operational needs are completed in a timely and organized manner.
• Assist with onboarding coordination for new program staff in partnership with HR, including systems setup, orientation coordination, and required applications.
• Maintain accurate reports, files, placement records, databases, and documentation across Children’s Programs.
• Maintain monthly placement sheets and assist with required reporting processes.
• Manage monthly Zoho reports and submit for approval on behalf of the Program Manager.
• Prepare and distribute weekly upcoming agenda items, schedules, and events lists for Children’s Programs leadership.
• Coordinate meetings, trainings, travel, lodging, catering, special events, and facility scheduling for Children’s Programs Manager.
• Coordinate annual and recurring inspections and certifications (e.g., MSDH), including preparation, inspector coordination, and maintenance of required documentation.
• Maintain program calendars, relief schedules, and administrative scheduling processes while ensuring accurate reporting to HR as needed.
• Organize and support Children’s Programs celebrations, and special events.
• Order supplies and assist with program-related purchasing and expense coordination.
• Submit bills and payment requests as needed, including Transitional Care housing/utilities, educational expenses, and psychological services.
• Process stipends, work program disbursements, allowances, and birthday funds for children and young adults while maintaining accurate records of all payments.
• Oversee petty cash processes and documentation for Children’s Programs as assigned.
• Support Program leadership with administrative budget-related tasks and maintain documentation related to Transitional Care insurance reporting to HR.
• Coordinate annual and recurring inspections and certifications, including preparation, scheduling escorting inspectors, and maintaining required documentation.
• Submit required Residential Homes reports and related documentation for MSDH reporting processes.
• Support and conduct background checks in coordination with Human Resources.
• Support mentor and volunteer program administration while maintaining accurate records in accordance with MSDH guidelines.
• Maintain relief schedules, campus calendars, Residential Assistant Caregiver schedules, and other program schedules while ensuring accurate reporting to HR.
• Support managers and directors with timecard and leave management processes.
• Organize and support Children’s Programs with celebrations, trips, and special events, including campus programming and holiday activities.
• Coordinate with Community Outreach regarding program donations, volunteer support, and applicable community partnerships.
• Notify applicable program staff and the Director of Program Education regarding upcoming campus events, visitors, and tours.
• Organize and support trips and activities for children in care in coordination with Case Managers and Intake & Community staff.
• Maintain confidentiality and professionalism while handling sensitive information for children, family, and personnel.
• Continuously seek opportunities to improve processes, reduce waste, and strengthen administrative systems within Children’s Programs.

Skills

Administrative support

Microsoft Office

Organization

Communication

Multitasking

Confidentiality

Education

Associate degree

Tools

Microsoft Office suite

Job description

Organization

Palmer Home provides superior care for children while introducing the love of God through our service to each individual child.

Position Summary

Reporting to the Children’s Programs Manager, the Children’s Programs Administrative Assistant provides administrative and operational support across all Children’s Programs service lines, including Campus Care, Transitional Care, Foster Care, and Family Care.

This role supports the day-to-day coordination of scheduling, reporting, communication, events, documentation, and program logistics to help ensure children, staff, and program operations are well supported. The Administrative Assistant serves as a key support resource for Children’s Programs leadership and frontline teams while helping maintain organized, efficient, and mission-centered operations.

Responsibilities

• Provide administrative support to the Program Manager, Houseparents, Case Managers, and Children’s Programs staff as needed.

• Serve as an administrative support resource for all Children’s Programs service lines, helping ensure operational needs are completed in a timely and organized manner.

• Assist with onboarding coordination for new program staff in partnership with HR, including systems setup, orientation coordination, and required applications.

• Maintain accurate reports, files, placement records, databases, and documentation across Children’s Programs.

• Maintain monthly placement sheets and assist with required reporting processes.

• Manage monthly Zoho reports and submit for approval on behalf of the Program Manager.

• Prepare and distribute weekly upcoming agenda items, schedules, and events lists for Children’s Programs leadership.

• Coordinate meetings, trainings, travel, lodging, catering, special events, and facility scheduling for Children’s Programs Manager.

• Coordinate annual and recurring inspections and certifications (e.g., MSDH), including preparation, inspector coordination, and maintenance of required documentation.

• Maintain program calendars, relief schedules, and administrative scheduling processes while ensuring accurate reporting to HR as needed.

• Organize and support Children’s Programs celebrations, and special events.

• Order supplies and assist with program-related purchasing and expense coordination.

• Submit bills and payment requests as needed, including Transitional Care housing/utilities, educational expenses, and psychological services.

• Process stipends, work program disbursements, allowances, and birthday funds for children and young adults while
  maintaining accurate records of all payments.

• Oversee petty cash processes and documentation for Children’s Programs as assigned.

• Support Program leadership with administrative budget-related tasks and maintain documentation related to Transitional Care insurance reporting to HR.

• Coordinate annual and recurring inspections and certifications, including preparation, scheduling escorting inspectors, and maintaining required documentation.

• Submit required Residential Homes reports and related documentation for MSDH reporting processes.

• Support and conduct background checks in coordination with Human Resources.

• Support mentor and volunteer program administration while
  maintaining accurate records in accordance with MSDH guidelines.

• Maintain relief schedules, campus calendars, Residential Assistant Caregiver schedules, and other program schedules while ensuring accurate reporting to HR.

• Support managers and directors with timecard and leave management processes.

• Organize and support Children’s Programs with celebrations, trips, and special events, including campus programming and holiday activities.

• Coordinate with Community Outreach regarding program donations, volunteer support, and applicable community partnerships.

• Notify applicable program staff and the Director of Program Education regarding upcoming campus events, visitors, and tours.

• Organize and support trips and activities for children in care in coordination with Case Managers and Intake & Community staff.

• Maintain confidentiality and professionalism while handling sensitive information for children, family, and personnel.

• Continuously seek opportunities to improve processes, reduce waste, and strengthen administrative systems within Children’s Programs.

Qualifications

• Minimum of 2 years of administrative support experience preferred

• Associate degree preferred

• Strong organizational, communication, and multitasking skills

• Highly detail-oriented with the ability to manage multiple priorities in a fast-paced environment

• Proficiency in Microsoft (Teams, Word, Excel, Outlook, PowerPoint)

• Experience coordinating schedules, meetings, and events preferred

• Ability to maintain confidentiality and exercise sound judgment

• Ability to work collaboratively across teams and departments while maintaining professionalism

• Self-starter with a positive attitude and willingness to support operational needs as they arise

• Must be in agreement with the Palmer Home for Children Statement of Christian Beliefs and demonstrate a strong commitment to Christ consistent with Palmer Home’s mission and status as a nonprofit religious organization.

Job Type: Full-time, in office, hourly non-exempt, benefits eligible

Palmer Home for Children is committed to maintaining a workplace and culture that reflects dignity, respect, belonging, and compassion for all people. Job descriptions and employment practices will use inclusive language and demonstrate our commitment to equity, diversity, and inclusion, aligned with our mission, values, and Whole Child Initiative approach. We strive to ensure language is trauma-informed and sensitive to the cultural, socioeconomic, and lived experiences of the children, families, and communities we serve. Through a relationship-centered model of care, we seek to create environments where children, families, and staff feel safe, valued, and supported. To support continued alignment with best practices, organizational needs, and accreditation standards, job descriptions will be reviewed and updated regularly.