The Adoption Intake and Support Specialist supports prospective adoptive parents through the administrative steps of the home study and adoption process, consistent with the mission and goals of the agency. This role is an integral member of the Adoptive Parent Services team and serves as the first point of contact at The Cradle for prospective adoptive parents, responding to inquiries and facilitating Information Meetings.

This position is expected to contribute positively to overall culture within the organization and to work collaboratively with colleagues in all departments.

Essential Functions

The following functions describe the primary responsibilities of the role.

Client Support (35%)

· Serve as the initial point of contact for prospective adoptive parents, providing information about The Cradle’s adoption, home study, and placement services.

· Facilitate Information Meetings and independently respond to prospective client inquiries by phone, email, and web.

· Use professional judgment to understand prospective clients’ needs, communicate appropriate program options and next steps, and make referrals to other programs or resources when appropriate.

· Guide applicants through background-check requirements and remain available to answer client’s questions on required documentation throughout the process.

· Manage multiple responsibilities, concurrently, while prioritizing tasks, deadlines, and staff and client needs.

Program and Administrative Coordination (65%)

· Maintain accurate, confidential client files and digital records in the client database

· Collaborate closely with Adoptive Parent Counselors conducting home study assessments (counselors conduct the assessments; this role supports the administrative aspects)

· Identify and schedule family guest speakers for Information Meetings and other adoptive parent training courses

· Support the course instructors in sending pre- and post-course activities and tracking client course completions

· Conduct file reviews as needed

· Serve as point of contact for adoption attorneys and interstate adoptions, sending and receiving the documents necessary to process and finalize adoptions

· Draft initial Reports of Investigation prior to counselor and supervisor review

· Create and update client forms and documents

· Interface with collateral contacts and other organizations

· Collaborate with the marketing team on program outreach and on establishing client profiles on The Cradle's website

· Attend and participate in all staff, department, and team-level meetings

Required

· Commitment to The Cradle's mission and values

· Ability to respond respectfully and responsively to clients navigating sensitive family situations

· Skilled and effective communicator; confidence in public speaking and communicating with clients and colleagues via video call, phone, email, and text

· Strong time management skills and attention to detail

· Ability to organize and prioritize multiple projects

· Ability to work independently and collaboratively on a team

· Intermediate proficiency in Microsoft Office

· Experience with, and comfort learning, databases

· Associate's or bachelor's degree in human services or a related field

· Minimum of 2 years' experience in administrative coordination or client-service support involving detailed records, multiple priorities, and confidential information

Preferred

· Experience in adoption, foster care, human services, healthcare, education, or another regulated service setting

· Prior experience supporting home study, case management, or family-services documentation

Working Conditions

· This is a fully onsite role.

· Requires flexibility to work occasional evenings and weekends

Additional Requirements

· Required to undergo a background check, fingerprinting, and medical exam to meet DCFS requirements.

Direct Reports

This position has no direct reports.