Administrative Assistant: Family Services & Community Outreach


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 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 obtaining all hosting supplies. 
  • Assist in coordinating various details to attend conferences in local, regional, and nationwide events, including prepping marketing materials, swag items, banners and other necessary items. 
  • Assist with and participate in organizing and implementing special events, such as the annual Family Weekend, trainings, hosted conferences, etc.
  • Assist with various aspects of a new (or potential) student enrollment, including requesting releases of information for records requests (including thorough tracking and follow-up), documentation, some communication with parents and referral agencies, scheduling meetings, scheduling the enrollment day, etc.
  • Information packet assembly.
  • Using ACT! Database (a Customer Relationship Management, CRM) to track inquiries, assist in running admissions reports, track other statistics, etc.
  • Assist/support the CARE program in various activities; outreach, CARE clubs, Parent’s Night Out, Teen Hangout, community trainings, etc. 
  • Assist the department in scheduling various meetings, creating the department agenda, meeting minutes, reminders and overall organization.

Secondary Functions

  • Assist with special projects as requested by the director 
  • Cover the main front desk as needed – will have one scheduled day per week to cover breaks. 
  • Potential backup support with a student during a tour (if necessary), or on enrollment day, on-campus activities and in environments.
  • Other duties as requested.


This position is hourly: 40 hours per week, Monday – Friday. This will require some occasional evening support help (with flexing hours) for CARE Program activities of Teen Hangout, Clubs, and Parent’s Night Out, as necessary when volunteers and/or other staff are unavailable. Therefore, flexibility is needed depending on department activities, campus coverage and student’s needs. Occasionally, up to 5 hours of overtime (approximately) a week may be needed. 


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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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.