Adoption Services Coordinator

HOLT INTERNATIONAL CHILDREN'S SERVICES INC•Eugene, OR

About The Position

Holt International's Programs and Services Department serves over 1,000,000 children, family members, and individuals globally through family strengthening, orphan care, and adoption services. This department collaborates with partner agencies, orphanages, government child welfare agencies, and local officials to expand and enhance program services while upholding high standards of quality and transparency for sustainable development and child welfare impact. The Adoption Services Coordinator plays a crucial role in ensuring the successful execution of child and family case-related administrative processes for assigned country programs. This involves managing the adoption program from application through post-placement, including welcoming families, reviewing dossiers and psychological reports, processing post-placement reports and child adoption materials, providing guidance on case processing, maintaining electronic databases, monitoring case progress, and communicating with both US-based and overseas staff and partners. The position operates under the supervision of the Director of Intercountry Adoption, ensuring that services align with the highest standards of social work practice.

Requirements

Bachelor’s degree in social work or related field.
3 years of experience in international or domestic adoption or child welfare preferred.
A combination of education, work experience, and extensive volunteer experience in similar work settings may be considered to replace international adoption experience.
Knowledge of adoption procedures, child development, and family dynamics.
Critical thinking and sound judgment.
Ability to understand, carefully review, and assess critical case documentation including psychosocial assessments, adoption home studies, psychological and medical evaluations, and child adoption files.
Familiarity with mental health diagnoses and psychological evaluations.
Knowledge of family and group dynamics and adoption practices.
Experience in adoption services and processes.
Cross-cultural knowledge, sensitivity, and competencies.
Ability to quickly respond, organize, and track case communications.
Excellent writing and computer skills.
Experience in office software, communication apps, and databases.
High level of reading comprehension, assessment, detailed editing, and reporting skills.

Nice To Haves

Experience in international or domestic adoption or child welfare.

Responsibilities

Welcome families into the program, gather necessary documentation, and evaluate child and family case materials to assess adoption appropriateness.
Coordinate the transfer of files from the inquiry department and provide families with access to and updates for the online handbook.
Prepare and send monthly country updates and newsletters, and schedule/assist with Family Zoom calls.
Examine and edit key dossier documents, including home studies and psychological evaluations, and communicate needed corrections to relevant parties.
Assist families with their dossier process by providing guidance, reviewing documents for accuracy, and answering questions.
Answer questions regarding USCIS processes (i-800a, i600a, i800, i600).
Assist with notarizing, printing, and mailing home studies, adoption documents, and dossiers.
Distribute mail and scan documents for review by the Case Manager and Director of Intercountry Adoption.
Prepare and send monthly adoption program newsletters and assemble resources for adoptive families.
Track ongoing family pre-adoption education by entering training hours into Holt’s database and sending reminders for overdue hours.
Coordinate, maintain, and accurately update family, child, and database files on a daily basis.
Assist the Adoption Case Manager with developing and maintaining systems to track and organize child and family case information.
Develop and coordinate systems to track document translation.
Maintain adoption statistics and assist in reporting as needed.
Send child updates and track the receipt of the Child Information Transmittal Memo.
Ensure child information is entered into the Holt database.
Prepare and send adoption documents such as Docusign packets for welcome documents, child assignment/placement agreements, and post-placement reports.
Review post-placement and/or post-adoption reports and notify the Case Manager and/or Adoption Director of any concerns.
Provide assistance with notarization, apostille, or other certification processes.
Participate in audits of post-placement and post-adoption reports.
Exhibit cooperative and effective work relationships, respond positively to challenges, and support organizational goals.
Complete special projects as assigned.
Meet attendance and punctuality guidelines and pre-arrange time off with appropriate notice.
Be aware of and follow established company policies.
Treat all people with dignity and respect.
Exhibit good listening and comprehension skills, including giving and welcoming feedback.