SWAN Administrative Assistant Coordinator

Add Your Voice - Work For Us

We use our voice, and empower you to use yours, to create positive, lasting change in people’s lives. We use our voice because we believe every person should belong and be empowered to thrive.

Who We Are

Our agency began in 1999 by pioneering a model that is nationally recognized. We believe every child deserves a safe, nurturing permanent home - with a caring and supportive family that makes it possible to grow and thrive.

A pioneer in new approaches to achieving permanency for children in foster care, we employ specialized knowledge and a continuum of services to help agencies expedite adoptions and keep families together.

Voce's vision is a society where every person belongs and is empowered to thrive. We celebrate the qualities that define and distinguish us. As a change agent, we embrace our role in advocating for and promoting understanding of diversity, equity, and inclusion. In doing so, we strive to achieve lasting change in our organization and the communities we serve. We will hold our agency inclusion, innovation, and trust.

To learn more, please visit https://vocetogether.org/expertise/adoption-permanency.html

Additionally, with our partner Diakon, we co-administer the Statewide Adoption and Permanency Network (SWAN) program for the Pennsylvania Department of Human Services.

To learn more about LSI, SWAN or Diakon, please visit www.diakon-swan.org

 SWAN Administrative Assistant Coordinator

The SWAN Administrative Assistant Coordinator is directly responsible for coordinating, organizing, directing, and monitoring the day-to-day workflow of the SWAN administrative assistants (AA). This position is integral in ensuring that administrative operations run smoothly to successfully support SWAN directors, managers, and business activities. The SWAN AA Coordinator works in conjunction with the SWAN Training and Logistics Manager and SWAN Program Directors to promote consistent communication and direction to SWAN staff as it relates to specific agency or departmental administrative updates. 

Schedule: Full Time, Exempt position works a minimum of 8 hours between 8 AM – 5 PM. This includes a 30-minute paid lunch.

What You Will Contribute

• Supervises and monitors the daily work functions of SWAN Administrative Assistants.
• Oversees project management for various projects across multiple divisions and provides status updates as needed.
• Provides technical support around software and system applications to ensure efficiency.
• Develops new documents, protocols, and/or procedures, as needed.
• Ensures support and adequate staff for various in meetings, including scheduling, logistics, and on-site or virtual support.
• Other duties as assigned.

What It Takes To Succeed

• A Bachelor’s Degree with a minimum of one year experience is preferred or Associates degree in Office or Business Administration with a minimum of three years’ experience.
• One year of supervisory experience is preferred.
• Expertise/Advanced Skills in Microsoft 365 applications and other software.
• Experience coordinating workflow of others.
• A valid driver's license. 

Why Voce - We Invest In You

We offer a competitive total rewards package that includes:

• Health insurance with medical spending accounts (employer contribution to the HSA if electing HDHP)
• Dental, vision, long term disability and accident insurance
• Three employer-paid benefits: short term disability insurance, life insurance and Employee Assistance Program
• Employer contribution equivalent to 6% of your salary to your 401(k)
• 13 paid holidays (including three floating holidays)
• 18 days of PTO in first year of employment
• Qualified employer participating in Public Service Loan Forgiveness (PSLF)

Please submit your cover letter and resume to be considered.

EOE