Administrative Assistant: Family Services and Community Outreach

Job Summary

Support and assist the director of the department in various activities to aide in promoting all of Heartspring’s programs and supporting the customer service experience for all. This includes assisting with the day/residential school admissions process, supporting licensing and accreditation requirements, assist in outreach initiatives, and support the department in a better customer service experience for families, school districts, community partners, and all outside professionals. This person will assist in providing administrative and clerical support, assist with drafting internal and external correspondence, assist with coordinating schedules, support department activities and events, prepare and organize files and paperwork, and database management.


Primary Functions


  • Support the department Director:
    • Understand and explain all of 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
    • Welcome/meet and be a friendly initial contact with campus guests and provide an excellent hosting and customer service experience to ensure their needs are met while on campus.
    • Assist in coordinating various details for school admissions to attend conferences/exhibiting in local, regional, and nation-wide settings.
    • Assist with general follow-up to interested persons, post-phone call, post-tour, post-conference, etc.
    • 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.
    • Provide clerical/administrative support for:
      1. Obtaining/organizing marketing materials/items (coordinate with the Marketing Department as needed)
      2. Putting packets of information together
      3. Organize student/client paperwork and files to assist school admissions, CARE, and CARE Navigators
      4. Packing for school admissions to exhibit at conferences
      5. Manage inventory of Heartspring logo items (give-aways) for conferences. Coordinate/order items from Marketing Department as needed.
      6. Manage inventory of snacks, drinks, host items, for on-campus guests. Shop for items as needed.
      7. Using ACT! Database to track inquiries, back up for running admissions reports, tracking other stats, etc.
      8. Assist in filing and keeping the department areas organized
      9. Prepare new client/students’ files, paperwork, etc.
  • Support the CARE program and CARE Navigators:
    • 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)


  • Support in outreach (and training) for parents or professionals:
    • Have a general understanding of (or be interested in learning about) different cultures
    • Correspondence with interested persons by phone, web-submissions, email, etc.
    • Arranging/scheduling tours, site visits, trainings, meetings
    • Preparing itineraries, agendas, handouts, training manuals, etc.
    • Other various outreach responsibilities as required
  • Primary contact for various licensing and accreditation bodies:
    • 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
    • Other various licensing and accreditation responsibilities as required




Educational, Training, and Licensure Requirements

  • High school diploma, or equivalent
  • Valid Kansas drivers’ license and good driving record required


Physical Requirements

  • Able to perform significant, prolonged, and frequent amounts of walking, standing, sitting, stooping, squatting, bending, twisting, reaching, and kneeling
  • Occasional lifting of up to 30 pounds
  • 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


  • Organizational skills
  • Attention to detail
  • Interact effectively with a variety of people
  • Effectively communicate compassion to families in crisis
  • Professional appearance for interaction with on-campus guests
  • Time management
  • Excellent oral and written communication skills
  • Basic understanding of utilizing databases
  • Intermediate Word processing skills


To be determined based on education and experience


Health, Vision, Dental, Flex spending account, Retirement, Paid vacation/sick leave

Reference Code:


 Print Description

Creating hope and opportunity that changes the lives of children with special needs and their families

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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.

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