US Operations Assistant

DEPARTMENT SUMMARY: 

Holt International carries out child welfare, family preservation and family strengthening programs and domestic and intercountry adoption in over 15 countries throughout the world. The Programs and Services Department serves more than 1,000,000 children, family members and other individual with family strengthening services, orphans care and adoption services. There are approximately 100 children placed with international adoptive families each year. Managed by U.S. and in-country staff, these programs and services are carried out in close cooperation with partner agencies, orphanages and other child service providers, government child welfare agencies, local and regional officials, funding agencies, and others. The program continuously evaluates opportunities to expand or deepen program services in these countries while maintaining high standards of quality and transparency for sustainable development and child welfare impact.

POSITION SUMMARY: 

Assures objectives are met by performing child and family case-related administrative processes as assigned. Carry out services for the adoption programs by reviewing post placement reports, child adoption materials, and child file audits. Supports Case Managers with translation service coordination and by entering child file information into Holt’s database. Assists families by trouble-shooting problems with Holt’s portal and or family education training. Provides ongoing support and assistance to Senior Director, US Operations. Assists with meeting preparation with agenda, notes and execution of action items. 

ESSENTIAL FUNCTIONS:.

1. Assists with notarizing, printing, mailing home studies, post placement and post adoption reports, adoption documents, dossiers in timely manner. Distributes mail, scans documents for Case Managers, Adoption Directors and Senior Directors.  
2. Assists in sending notifications to families in post placement and post adoption with upcoming reports due and processes reports when received as assigned. Assists with downloading photos in a timely manner.
3. Provides support and assistance in troubleshooting issues with families using Holt portal and Holt’s parent education platform.
4. Tracks ongoing family pre-adoption education by entering training hours in Holt’s database when requested.
5. Completes child and family file audits as requested.
6. Ensures child information is entered into the Holt database in a timely manner.
7. Assists in coordinating translation services as requested.
8. Assists in sending survey requests and assembling results as part of Holt’s Quality Assurance program.
9. Provides administrative assistance to Senior Director US Operations by preparing meeting agendas, taking notes, and ensuring action items are executed by team members. Provide administrative assistance to other team members when requested.  
10. Contributes to team effort by exhibiting cooperative and effective work relationships, such as, responding positively to challenges, assignments, inter and intra departmental requests; seeing beyond own tasks to help fulfill the organizational goals, especially to support the director, adoption team members, and country program staff. Completes special projects as assigned.
11. Contributes to a positive, productive work environment by meeting attendance and punctuality guidelines and pre-arranging time off with appropriate notice; being aware of and following established company policies; treating all people with dignity and respect; exhibiting good listening and comprehension skills including giving and welcoming feedback. 

IMPACT OF RESULTS: Social work evaluation and services are delivered to children and families to ensure their successful adjustment to one another. Positive working relationships with adoption staff, overseas partners, contributes to efficient adoption processing. Requires continual consultation, planning and attention to details to achieve results. 

SUCCESS FACTORS:

This position maintains timely communication and support to adoptive families. Develops and maintains effective relationships with Adoption Directors, Case Managers and Senior Directors. Works effectively with colleagues and family. Promotes understanding of adoption related issues through speaking and writing. 

KNOWLEDGE AND EXPERIENCE (MINIMUM REQUIREMENTS): 

Bachelor’s degree in social work or related field, with 3 years of experience in international or domestic adoption or child welfare preferred. A combination of education, work experience and extensive volunteer experience in similar work settings may be considered to replace international adoption experience. Knowledge of adoption procedures, child development and family dynamics. Must have critical thinking and sound judgment. Ability to understand, carefully review and assess critical case documentation including psychosocial assessments, adoption home studies, psychological and medical evaluations, and child adoption files. Familiarity with mental health diagnoses and psychological evaluations. Knowledge of family and group dynamics and adoption practices. Experience in adoption services and processes. Cross cultural knowledge, sensitivity and competencies. Ability to quickly respond, organize, and track case communications. Excellent writing and computer skills and experience in office software, communication apps, and database required. Requires high level of reading comprehension, assessment, detailed editing and reporting skill. 

INFORMATION PROCESSING: 

Maintains information distribution between overseas and domestic operations. Manages information between Holt and Branch Office or supervised provider agencies. Ensures services delivered reflect the highest standard of social work practice. Organizes and monitors systems of information related to adoption processing through filing, tickler systems and formatting for broader consumption. Communicates through effective writing skills. Ability to organize and analyze incoming letters, documents and reports in coordination with various processes and deadlines.

SCOPE OF RESPONSIBILITY: 

Develops and monitors work to meet objectives, anticipate and address challenges, and improve / maintain existing case management systems. Works independently and professionally while exercising good judgment, courtesy and tact in contact with team, families, cooperating agency social workers and other constituents. Provides continual assessment and planning necessary for efficient service delivery to families. Takes initiative in assigned duties, prioritizes tasks using organized and effective processes. Monitors and maintains efficiency of administrative systems/procedures used by overseas staff/partners, program coordinators team members and director. Assesses seriousness/urgency of situations and directs to supervisor as appropriate and as needed.

INTERPERSONAL COMMUNICATION: 

Establishes and maintains effective relationships with multiple and varied agency personnel including people of different cultures. Works well with branch offices, cooperating agencies particularly in communicating on adoption processing and case management. Ability to solve problems while maintaining a respectful stance. Ability to work well with other employees and to effectively participate in a working group format related to assigned programs. Provides regular verbal and written feedback to director and senior executive.

IMPACT OF RESULTS: Supports program to achieve country-specific objectives. Maximizes opportunities for successful child placement by assuring compliance with country regulations in adoption assessment and documentation. Understanding and communicating accurate child and family information with the various team members, partners and adoptive families. Provides supervisor with support to effectively monitor and facilitate the adoption programs and to achieve the country objectives.

SUPERVISORY RESPONSIBILITY: None

DESCRIBE CONTROLS: Supervision provided by the Senior Director, US Operations.