Post Placement Reporting Assistant

GLADNEY CENTER FOR ADOPTION • Fort Worth, TX

10d • Onsite

About The Position

The Post Placement Reporting Assistant supports families after they welcome a child through international adoption. The position manages post-placement and post-adoption reporting for international adoptions, ensuring reports meet country and state requirements and deadlines. The role tracks reporting dates, coordinates visits and reports with providers and caseworkers, reviews and finalizes reports, gathers required photographs and supporting documents, and sends completed reports to placing countries. It also maintains accurate records in Gladney databases, audits for overdue or missing items, and keeps adoptive families, agencies, and Gladney staff informed throughout the process.

The position operates primarily in a climate-controlled office with a fast-paced workflow. It requires shifting between tasks, handling frequent interruptions, meeting time-sensitive deadlines, and maintaining regular, punctual attendance. Regular use of office equipment and handling documents are part of daily work.

Requirements

• High school diploma or equivalent.
• Current Texas notary public commission, or willingness to obtain one upon hire.
• Two years of administrative experience.
• Proficiency in Microsoft Word, PowerPoint, and Excel; Microsoft Teams; Adobe Acrobat; and Adobe Sign.
• Ability to learn company databases.
• Ability to function in a fast-paced environment and manage multiple deadlines simultaneously.
• Strong technical skills.
• Strong time-management skills, responsiveness, accuracy, and a team-oriented approach.
• Strong writing, editing, and verbal communication skills.
• Highly organized, with the ability to track multiple deadlines and maintain accurate records.
• High standards of confidentiality, trustworthiness, discretion, and professionalism.
• Ability to learn and perform job functions with minimal supervision.

Nice To Haves

• Bachelor’s or associate degree.
• Experience working in a compliance-driven environment, such as international adoption, social services, or another regulated field.

Responsibilities

• Manage post-placement and post-adoption reporting for all countries and states, ensuring reports meet placing-country requirements and timelines.
• Enter reporting dates into the database based on country and state requirements.
• Track report due dates for Gladney placement families and programs, and follow up proactively to ensure timely completion.
• Request, schedule, and follow up on visits and reports with supervisory providers, home study practitioners, and caseworkers.
• Review and edit reports for completeness, accuracy, and consistency with country-specific and Gladney requirements before finalizing them.
• Collect and organize required photographs and supporting documents for each report.
• Notarize documents, obtain signatures, and process other paperwork accompanying reports.
• Prepare and send finalized reports and supporting documents to placing countries using the required method and meeting deadlines.
• Notify placing agencies, Gladney staff, and adoptive families when reports are complete.
• Enter report information, due dates, and completion status into client databases, and maintain accurate, organized electronic files in Gladney databases.
• Run regular audits and reports to identify overdue or missing reports, photographs, and documents.
• Work with subject matter experts to learn and effectively use client databases.
• Ensure work complies with country-specific, state, and Gladney requirements.
• Provide proactive, high-quality communication and service to adoptive families, agencies, and colleagues.
• Collaborate with team members and support Gladney’s mission that every child deserves a loving family.
• Assist the Director of Home Study Services with projects to improve post-placement and post-adoption services.
• Perform other assigned duties and special projects that support organizational objectives and operational efficiency.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED