Administrative Assistant

Primary Functions

  • Understand and explain Heartspring’s various programs; screen and route inquiries to appropriate persons, and provide initial information (or follow-up) about Heartspring programs/services.
  • Schedule and coordinate tours of Heartspring for families, referral agencies, school district personnel, community partners, and other professionals. May occasionally assist with group tours.
  • Assist in managing the director’s calendar and the department calendar of events/activities to ensure support and continuity across the department
  • Friendly initial contact with campus guests and provide an excellent hosting and customer service experience to ensure their needs are met while on campus including obtainingall hosting supplies.
  • Assist in coordinating various details for school admissions to attend conferences/exhibiting in local, regional, and nation-wide settings including marketing material prep.
  • Assist with and participate in the organization and implementation of special events, such as the annual Family Weekend, trainings, hosted conferences, etc.
  • Assist with various aspects of a new (or potential) student enrollment, including record-keeping (specifically the requesting of, and follow-up of medical records), documentation, some communication with parents and referral agencies, scheduling meetings, scheduling the enrollment day, etc.
  • Information Packet Assemble
  • Using ACT! Database to track inquiries, back up for running admissions reports, tracking other stats, etc.
  • Assist in coordinating various details for CARE staff to provide trainings in the community
  • Ensure families are entered into CARE email system for future trainings, workshops, group activities
  • Assist in scheduling meetings for parents to meet with their CARE Navigator (case managers)
  • Other various outreach responsibilities as required
  • Coordinate with others to keep current licenses/accreditations in good standing by submitting online changes, submitting renewals, maintaining records, writing correspondence, coordinating site-visits, etc.
  • Research new licensing and accreditation opportunities, and submit new applications
  • Provide corrective action documentation to internal staff for necessary revisions, coordinate and track internal processes, and provide course of corrective actions to licensing/accreditation bodies


Secondary Functions

  • Assist with special projects as requested by the director
  • Other various licensing and accreditation responsibilities as required
  • Other duties as requested.

Job Description:

Educational, Training, and Licensure Requirements

  • High School Diploma Required
  • Bachelors Degree Preferred
  • Minimum of 2 years of experience in office management or assistant role


Physical Requirements

  • Ability to travel may be required
  • Sitting at a desk for long periods of time
  • Constant use of overall vision with continuous reading and close-up work
  • Hand and finger dexterity for frequent repetitive writing, typing, grasping, reaching, and pulling
  • Hearing and talking skills in person and on the phone

Work Environment

Office environment, indoors, climate controlled


Knowledge & Skills

  • Exception organizational skills
  • Close Attention to Detail
  • Strong Communication skills with a variety of people
  • Compassionate to families in crisis
  • Professional in all interactions with on-campus guests
  • Time Management without continual over-sight
  • Excellent oral and written skills
  • Experience with variety of software applications and understanding database


Heartspring offers a generous benefits package including three weeks of paid vacation, sick leave, medical/dental/vision insurance, life insurance, short term disability insurance and retirement plans. Heartspring also offers opportunities to grow within and advance your careers through on-the-job training, internal promotion preferences, and the Heartspring scholarship program to help you go back to school.

Heartspring is a drug-free campus. Heartspring is an EEO employer.

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Other Open Positions

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Equal Opportunity Employer

Heartspring is an equal opportunity employer. Heartspring does not discriminate on the basis of race, color, sex, religion, national origin, ancestry, age, marital status, disability or genetics, pregnancy, sexual orientation, veteran status, or any other classification protected by applicable local, state or federal law.

All job openings are located in Wichita, KS.