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Program Administrator

Ampersand Families


Organization Summary:

Founded in 2008, Ampersand Families recruits and supports permanent families for older youth, and champions practices in adoption and permanency that restore belonging, dignity and hope. We are Minnesota’s only private agency with the sole purpose of meeting the permanency needs of older youth who are living in the state’s child welfare system. We provide extraordinary preparation, matching, transition and post placement support to older youth and prospective families from all over the state. Ampersand Families is proud to be an employer of choice with an organizational culture of excellence that embraces humor, learning and collegial support. We are committed to doing our part to create a more equitable child welfare system. To that end, we seek diverse professionals who are accountable, flexible and excited to take initiative.

Location: Twin Cities Metro Activity Area: Human Services and/or Youth Development
Category: Administration Support Services Closing Date: open until filled
Job Type: Full Time Salary: $16.00 to $20.00 per hour
Hours: 40 

Primary Duties:

Position Description: The Program Assistant will contribute to Ampersand Families’ mission by managing the Minnesota Heart Gallery, taking responsibility for all clerical and logistical aspects of our programs and providing administrative support to program staff. A successful candidate for this position will be someone who has extraordinarily strong organizational skills and a keen eye for details – the person others rely on to keep things moving smoothly ‘behind the scenes’. The Program Assistant keeps the administrative pieces under control, thus setting older youth from foster care and the families who adopt them up for success. Primary Duties: Manage Minnesota Heart Gallery • Recruit, manage and thank a pool of 200 volunteer professional photographers, ensuring that the pool covers every region of the state. • Manage referrals for photo shoots and assign photographers to children and youth for shoots • Maintain relationship with vendors who provide pro bono printing of photo books for children and youth after their shoot. • Ensure that digital photos are distributed for family recruitment purposes. • Manage www.minnesotaheartgallery and maintain presence in social media. Paper and Electronic Document Tracking and Management • Track and organize adoptive family application and home study paperwork, ensuring all forms and materials received are complete and entered into the client management system appropriately. • Communicate directly with families to collect properly completed, required documents in a timely fashion. • Manage referral and renewal paperwork with Minnesota counties and Minnesota Department of Human Services. • Enter client data and documents into client data management system (SAM). • Quality assurance on youth and family files. • Scan and redact documents. Event Planning • Manage all logistics for pre-adoption training, weekend retreats and other family support events (dates, venues, RSVPs, trainers, copies/handouts, food, set up, clean up, supplies, etc)


Experience: • AA or BA required. • Extraordinary attention to detail. • Proficient at simultaneously managing several projects with different timelines is a must. • Commitment to using time wisely, prioritizing tasks, working both independently and in partnership with others are required skills. • Computer skills, including MS Office Suite, AdobePro, Squarespace, Facebook/social media and database familiarity are required. • Professional written and verbal communication skills. • Ability to work with a diversity of peoples and groups.


Additional Info:

Background check required. Experience working in adoption or foster care licensing, volunteer and/or event coordination is a bonus for any applicant for this position. This position will work out of our St. Paul office at 2515 Wabash Avenue, Suite 150, St. Paul, MN 55114. Some, very infrequent, in-state travel may be necessary.

How To Apply:

Please send cover letter and resume to to apply.


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