Post Placement Reporting Assistant

SUMMARY: 

The Post Placement Reporting Assistant is a valued team member who supports families after they have welcomed a child through international adoption. This position manages the post-placement and post-adoption reporting process for international adoptions, ensuring every report meets country and state requirements. Responsibilities include tracking report due dates, coordinating visits with caseworkers and providers, reviewing and finalizing reports, gathering required photos and documents, and delivering completed reports to placing countries on time. The role 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

JOB DUTIES AND ESSENTIAL FUNCTIONS: 

• Manage the post-placement and post-adoption reporting process for all countries and states, making sure each report meets the placing country’s requirements and timelines.
• Enter reporting dates into database based on country and state requirements.
• Track report due dates for every Gladney placement family and program, and follow up proactively so reports are completed on time.
• 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 the photos and supporting documents required for each report.
• Notarize documents, obtain signatures, and process any other paperwork that must accompany reports.
• Prepare and send finalized reports and supporting documents to placing countries by the required method and deadline.
• Notify placing agencies, Gladney staff, and adoptive families when reports are complete.
• Enter report information, due dates, and completion status into client databases, and keep electronic files accurate and organized in Gladney databases.
• Run regular audits and reports to identify overdue or missing reports, photos, and documents.
• Work with subject matter experts to learn and make effective use of client databases.
• Ensure all work complies with country-specific, state, and Gladney requirements.
• Provide proactive, high-quality service in all communication with 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 that improve the delivery of post-placement and post-adoption services.
• Perform other duties and special projects assigned to support organizational objectives and enhance operational efficiency.

Qualifications

MINIMUM 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 Office Word, PowerPoint, and Excel; Microsoft Teams; Adobe Acrobat and Adobe Sign; ability to learn company databases.

PREFERRED REQUIREMENTS: 

• Bachelor’s or Associate’s degree preferred
• Ability to function in a fast-paced environment and manage multiple deadlines at once.
• Strong technical skills.
• Strong time management skills, responsiveness, accuracy, and a team-oriented approach.
• Strong writing, editing, and verbal communication skills.
• Experience working in a compliance-driven environment, such as international adoption, social services, or another regulated field.
• Highly organized, with a proven 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 minimum supervision.

WORKING CONDITIONS:

• Operate primarily in a climate-controlled office environment with a fast-paced workflow, requiring the ability to shift between tasks, manage frequent interruptions, and meet time-sensitive deadlines efficiently.
• Regular, punctual attendance is essential for maintaining efficient service delivery. 

PHYSICAL DEMANDS:

• Regular use of office equipment and handling of documents as part of daily tasks.

Equal Employment Opportunity Statement

Gladney Center for Adoption is an equal opportunity employer committed to creating an inclusive environment for all employees. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other legally protected status. All qualified applicants will receive consideration for employment without regard to these factors. We encourage applications from individuals of all backgrounds and experiences.