Executive VP & Programs Administrative Lead

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

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.