Job Description

Overview:

The Children's Services Department, which includes the Home Study and Post Release Services (HSPRS) Program, is driven by a mission that promotes the safety and well-being of unaccompanied alien children as they reunify with their families across the United States. As a department, our approach to care is through a child-centric, culturally competent, and trauma-informed lens that empowers the children and families we walk alongside. To fulfill our mission, we employ shared guiding principles of integrity, compassion, cooperation, accountability and belonging. The Children's Services Department launched inaugural programming to serve unaccompanied alien children in 2021. In 2025, we support unaccompanied alien children across the United States as they are released from the Office of Refugee Resettlement.

This is a temporary position for approximately three (3) months. The assignment may end early or be extended predicated on program needs.

About CWS:

Imagine waking up every morning with the chance to change someone's life. Imagine knowing your efforts will benefit both your career and our neighbors around the world. At CWS, our team knows they are making a difference every day. Whether you're in our U.S.-based offices supporting refugees, asylees or unaccompanied children ... implementing hygiene initiatives in Cambodia or rebuilding projects in Central America ... or even connecting remotely from your home on fundraising campaigns, grant reports, or critical communications - you have the opportunity to work towards a world where everyone has food, a voice and a safe place to call home.
Purpose:

The Program Admin Coordinator, Children's Services position is responsible to support the administrative activities for the Children's Services Department. Under the direction of the Senior Director, Children's Services, this position will work in close collaboration with Programs, Human Resources, IT, Business Services, Operations, and Finance departments with a focus on Event and Meeting Coordination, Procurement and Purchasing, Delegation of Authority, Contracts Review, and Fiscal supports.
Responsibilities:
Maintain up-to-date knowledge on all CWS and donor regulatory policies. Conduct all activities in alignment with CWS and donor policies.
Administration:Maintain department staff access and permissions for various software, i.e.: SharePoint, Adobe, Zoom, etc in coordination with IT Department. Set-up and maintain Department Email Distribution Lists and Shared Mailboxes. Maintain up-to-date staffing information for travel approvals, in coordination with IT. Maintain up-to-date staffing information in CWS' travel vendor platform. Assist with managing travel credits for department. Maintain the Electronic File Storage System for the department within CWS' 365 office environment. Support in providing updates and completing presentations related to program administration and projects. Maintain up- to- date department organizational chart. Maintain up- to -date department staffing information on intranet. Coordinate input collection and prepare drafts of written materials Support Sr. Director and HSPRS Director to create Guidance documents and Standard Operating Procedures. Maintain department New Hire Onboarding and training documents. Take detailed records in meetings and events and create a list of follow-up actions for review by meeting leader. Submit content for standing communications, i.e.: Monthly Bulletin.
Operations:Coordinate New Hire Onboarding Tasks, ie: ordering and distribution of IT equipment, Remote Office Set-up, IDs, credit cards as applicable in coordination with Hiring Manager, HR and IT Department. Maintain records of inventory. Coordinate supply order for department staff. Submit supply purchase orders through CWS approved vendors. Submit and track procurement requests through Coupa, ie: Home Study Contractors. Submit and track Contracts and Agreements through Coupa. Support Sr. Director and HSPRS Director to identify new vendors as needed ie: interpretation and translation, IT Software. Assist in communicating organizational policy updates and related resources.
Finance:Receive and review monthly invoices from vendors, such as translation services and training, as needed for CSD for accuracy, completeness, and allowability, then submit for payment. Review and approve in Coupa expense and credit card reports for accuracy in coding, posting dates, and receipts. Review and code HS contractor invoices and send to Finance Director for final approval.


Event and Meeting Coordination:Schedule internal and external meetings as assigned. Serve as a Project Manager with support from the Sr. Director for department events, ie: Annual Department Retreat. Implement logistics for department events and meetings, ie: scheduling of speakers, travel arrangements, researching appropriate event venues and other activities necessary to execute the event as planned by leadership. Participate in internal working groups, communities of practice and cross-departmental meetings.


Other related duties as assigned.
Qualifications:

Education & Certifications:
Bachelor's degree required in Business Administration, Non-Profit Management or related field.

Experience:
Minimum of 4 years of related work experience in operations, project management, or administration required. Demonstrated experience leading projects through the full project cycle required Experience working in a Non-profit setting required.


Skills:

Strong organizational skills with demonstrated experience working on multiple projects simultaneously. Strong interpersonal skills with the ability to build relationships within the organization and externally. Strong oral and written communication skills, including the ability to draft correspondences and other communication with minimum direction. Positive, energetic and engaging personality. Forward looking thinker, who actively seeks opportunities and proposes solutions. Professional maturity and strong decision-making skills. Ability to work collaboratively across teams, be adaptable and flexible. Advanced Skills in Microsoft Office Suite, SharePoint, and other Technical Platforms. Comfortable working in a fast-paced environment while managing competing priorities. Strong ability to manage tasks effectively in remote environment.


Special Requirements:
Able to sit for an extended period in an office setting. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. US-Based Remote position must have access to reliable internet. US-Based Remote position must have proximity to airport. Standard work hours with occasional evening or weekend assignments. Occasional travel may be required for in-person events, meetings, and conferences and on-site business matters. * Successfully pass PSA, FBI and Child Abuse and Neglect Checks.