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Administrative Assistant - Foster Care

Administrative Assistant - Foster Care

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Foster Care

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Position: WinShape Foster Care Administrative Assistant


Reports to: Assistant Director, WinShape Foster Care


Scope of Position & General Summary: Provides administrative and project coordination duties for the Assistant Director of WinShape Foster Care.  Responsibility may include screening calls; managing calendars; making travel, meeting and event arrangements; preparing reports and financial data; training and supervising other support staff; and customer relations.  Strong computer knowledge; flexibility; excellent interpersonal skills; project coordination experience; and the ability to work well with all levels of internal management and staff skills are required.  Coordination with outside clients and vendors is required.  Sensitivity to confidential matters is of the upmost importance. 



  • Maintains Assistant Director’s schedule by planning and scheduling meetings, conferences, teleconferences, and travel
  • Assists in the coordination of meetings with churches for the Church Relations coordinator
  • Act as the point of contact between the Assistant Director and internal/external clients
  • Manage ministry-wide communication of important events and directives by Assistant Director
  • Manage and direct all general inquiries to appropriate team member relating to placements of children, employment opportunities, and volunteer opportunities.
  • Assist with preparing support materials for staff-wide meetings
  • Coordinate date, venue, meals, and setup for all Informational Sessions, IMPACT classes, and continuing education for foster parents.
  • Assist in compiling information for the annual budget process
  • Help to maintain the WinShape Foster Care side of the WSH Family Notebook for Executive Administrator of WinShape Homes
  • Receives and process all background screenings for new staff, volunteers, babysitters, and foster parents for all initial and re-evaluation purposes (Fingerprinting, Adam Walsh, DOC, SOR, P&P, CPS/CPSIS)
  • Assists in the maintenance of foster home files on both pending and approved foster homes to include uploading information into both GA+SCORE and ExtendedReach databases
  • Assists in the continual updating of the WSFC Policy and Procedure manual to maintain State standards
  • Gathers needed accounting, legal, and insurance documents for annual contracting process
  • Work with Executive Administrator for WSH to maintain Scorecard for QMR
  • Maintain database of volunteers and RPPS to insure compliance with State standards
  • Ensure Assistant Director meets regularly with staff and apprise her of their schedules and important events in their lives, when appropriate
  • Capture significant events that occur within the ministry and the families for the Highlights Repository
  • Perform general office duties; answering phone calls, responding to e-mails, sorting and distribution of incoming mail and packages, maintain office supplies for Atlanta office
  • Process all invoices and check requests through Fusion including monthly reimbursements to foster parents
  • Reconcile corporate credit card statements through Wells Fargo CCER for Assistant Director
  • Manage new employee onboarding
  • Serve at team meetings and trainings, as needed
  • Maintain regular hours in the WinShape Homes office at the CFA Support Center with additional hours as needed for weekend and evening functions
  • Other duties as assigned



  • Member and regular attendee of a local evangelical church
  • Gospel testimony
  • Commitment to prayer and Bible study
  • Servant leadership as modeled by Jesus Christ


  • Bachelor’s degree in a related field or equivalent administrative experience
  • Able to work independently while being team oriented
  • Minimum two years clerical or administrative experience in similar role
  • Able to perform multiple tasks and move from one project to another while leading the project to a successful completion.
  • Skilled in establishing and maintaining effective working relationships and relating to all kinds of people
  • Exemplary planning and time management skills
  • Discretion and confidentiality
  • Demonstrated outstanding interpersonal and communication skills, including telephone, email, correspondence, and face-to-face communication
  • Advanced proficiency in Microsoft Office applications (Word, Excel, OneNote, and PowerPoint)
  • Demonstrated ability to create solutions from complex problems
  • Ability to maintain a servant perspective, even in the midst of difficulties
  • Previous event planning and travel coordination experience
  • High level of initiative and conscientiousness
  • Ability to deal diplomatically with a wide range of personalities


FLSA Status: Regular Full-time, Non-Exempt