Post Adoption Services Specialist

Description

DEPARTMENT SUMMARY:

The Adoption Services Department is comprised of several teams delivering the highest quality adoption services to adoptees, birth families and adoptive families in the US. These teams include Administration and Hague Compliance, Branch Offices, Intake and Family Recruitment, and Post Adoption. Holt is licensed in 13 states, and our branch offices provide adoption services – both domestic and international - in those states. Adoption is a lifelong journey for all members of the adoption constellation and the strategic direction of the Adoption Services team is to ensure that adoptees, birth parents and adoptive parents receive the highest quality services throughout their lives.

POSITION SUMMARY:

The Post Adoption Services Specialist oversees the administrative, educational, registry, records management, search and reunion, and post-adoption support functions of the Post Adoption Services (PAS) department. This position ensures compliance with adoption regulations, maintains post adoption records, registry and search services; and responds to post adoption inquiries. Assists with training, educational, mentorship, youth programming, adoptee camps, and other post adoption engagement initiatives that provide lifelong support to adoptees, birth families, and adoptive families.

ESSENTIAL JOB FUNCTIONS:

1. Responds to PAS inquiries by providing general counseling/coaching, guidance, consultation, and referrals to adoptees, adoptive parents, birth parents, and others regarding adoption-related topics, including: citizenship, records, search and reunion, intermediary services, adoptee identity development, grief and loss, birth family connections, transracial adoption, lifelong adoption issues.

2. Maintains accurate and timely program statistics by entering contacts, compiling and formatting statistics, and documenting all correspondence in Holt’s database.

3. Provides adoptee file review, intermediary services, birth search services, and citizenship services by assisting with all processes including preparing and copying files. Ensures timely and accurate completion of these services and as needed, troubleshooting with adoptees, adoptive families, and international partner agencies regarding case problems, delays, or impediments that surface during this processing, all the while adhering to confidentiality mandates and legal and regulatory guidelines.

4. Provides leadership and oversight for all standard post adoption services by ensuring timely service delivery and overseeing adoption records management, information requests, document retrieval, development of policies and procedures, and ensuring record retention in compliance with organizational policies and applicable regulations.

5. Oversees maintenance and administration of the Voluntary Adoption Registry and Assisted Search Services, ensuring compliance with applicable state laws, agency policies, and ethical standards.

6. As a member of the PAS team, works to develop and deliver educational resources, training, webinars/workshops/groups, heritage tours, and support resources/programs, while contributing to the strategic growth and continuous improvement of post adoption services for adoptees, adoptive families, and birth families.

7. Provides education and support for adoptees and adoptive families participating in Holt’s heritage tours and/or independent travel program. Participates in tour planning, orientation, travel, and post travel follow up both individually and in groups. Provides in-person support to adoptees and adoptive families when travelling.

8. Assists the Adoptee Programs Manager with planning, coordination, implementation, administration and promotion of adoptee-focused programs, including participating/attending adoptee camp, mentorship initiatives, support groups, and educational events, and other post adoption activities by supporting budgeting, reporting, quality improvement, compliance with applicable state safety standards, volunteer recruitment and coordination/training, digital communications, community outreach, and organizational marketing efforts.

9. Maintains current knowledge of adoption research, best practices, and emerging trends and disseminates information to staff and the larger agency.

10. Participates in departmental initiatives, organizational projects, events, and public engagement activities, representing the organization through presentations, training, and written communications.

11. Performs other related duties as assigned.

Requirements

QUALIFICATIONS AND JOB-EVALUATION DOCUMENTATION

KNOWLEDGE AND EXPERIENCE: A Master’s degree in Social Work (MSW) or a closely related human services field with a minimum of five years of experience in a social service setting, preferably with a child welfare focus. Demonstrated clinical assessment, counseling, and case consultation skills, along with knowledge of adoption practices, search and reunion services, child welfare systems, family dynamics, records management, confidentiality requirements, and applicable adoption laws. Experience working with adoptees, adoptive families, birth families, and adoption-related services is preferred. Lived experience as an adoptee is highly desirable and beneficial for developing adoptee-centered programs, camp curriculum, and support services.

Strong organizational, project management, and program development skills with experience managing educational, support, mentorship, volunteer, or youth-focused programs. Excellent written, verbal, public speaking, and training abilities, with the capacity to effectively supervise and develop staff and volunteers. Demonstrated cultural competence, cross-cultural sensitivity, and the ability to support individuals and families experiencing crisis, grief, loss, and other complex emotional situations. Proficiency with technology, various social media platforms, databases, virtual learning platforms, and communication tools, with the ability to manage multiple projects and priorities simultaneously.

SCOPE OF RESPONSIBILITY: Overseas post-adoption records, birth family registry operations, and adoption programs while providing administrative leadership for special initiatives. Supports the strategic growth, development, and continuous improvement of post-adoption services and adoptee programming. Provides education, resources, counseling, and support to adoptees, adoptive families, and birth families. Assists the Adoptee Program Manager with the hiring, training, supervision, and management of summer camp staff and ensures the effective planning, implementation, quality, and consistency of programming across all Holt Adoptee Camps.

IMPACT OF RESULTS: Ensures the delivery of high-quality social work services that support the well-being, stability, and lifelong needs of children, adult adoptees, birth families, and adoptive families. Provides comprehensive support and counseling to individuals navigating search and reunion processes, promoting informed decision-making and emotional well-being throughout their journey. Develops and oversees adoption programs that strengthen self-confidence, identity development, peer connection, and adoption-related communication skills for participants and families nationwide. Ensures all programs operate safely, effectively, and in alignment with social work best practices through ongoing assessment, strategic planning, and supervision.

Coordinates complex post-adoption services and records operations with a strong focus on service excellence, regulatory compliance, confidentiality, and risk management. Successfully leads multi-faceted projects and cross-functional initiatives that enhance program quality, operational effectiveness, and organizational impact.

INTERPERSONAL COMMUNICATION: Demonstrates strong communication skills across multiple platforms, including public speaking, written communications, and social media. Effectively manages sensitive and complex situations involving campers, counselors, families, and stakeholders while maintaining professionalism, courtesy, and tact. Collaborates productively with colleagues, supervisors, branch offices, and partner agencies, fostering positive and effective working relationships. Upholds strict confidentiality in handling sensitive information and provides effective support to individuals and families in crisis. Presents case information clearly and accurately, applies strong problem-solving, persuasion, training, and coaching skills, and promotes understanding of adoption-related issues through presentations, training, and written communications.

DESCRIBE CONTROLS: Reports to and is evaluated by the Director of Post Adoption Services.

LOCATION: Eugene, OR (preferred), will consider remote

NOTE: Travel required