Executive Administrative Assistant, Behavioral Health & Early Childhood

About DYM BHSO

DYM Behavioral Health Services Organization (DYM BHSO) is Kentucky's first fully integrated trauma-informed Behavioral Health Services Organization (License #800485) and Type I Licensed Childcare Center (License #L384643), located in downtown Louisville. We serve children ages 6 weeks to 5 years and their families through a single seamless model that blends behavioral health, social-emotional development, family support, and early childhood programming under one roof.

Our mission is rooted in healing, education, leadership, operational excellence, and community transformation.

Play. Heal. Thrive.™ — Because healing begins with play.

We believe children do not misbehave; they communicate needs. We extend that same regulatory compassion to our staff, our families, regulators, and every visitor who walks through our door.

About the Role

DYM BHSO is seeking a proactive, emotionally intelligent, and highly organized Executive Administrative Assistant to support executive leadership, behavioral health operations, and integrated early childhood programming.

This is not a traditional administrative position. This role serves as the operational right hand of the Executive Director, protecting the time, attention, and decision-making capacity of the leader responsible for the safety, dignity, and developmental futures of vulnerable children, families, and a growing trauma-informed workforce.

The ideal candidate is professional, dependable, detail-oriented, compassionate, technologically skilled, and capable of thriving within a fast-paced, mission-driven environment. This paid opportunity offers professional growth potential, credential advancement pathways, leadership exposure, and the opportunity to help shape one of Kentucky's most innovative integrated care environments.

Primary Responsibilities

Executive & Administrative Support

• Manage and maintain detailed calendars for executive leadership using Microsoft Outlook and Google Workspace
• Coordinate meetings, trainings, interviews, organizational events, and operational schedules
• Draft professional correspondence, reports, memos, and internal communications
• Prepare meeting materials, agendas, and Board of Directors packets
• Take, format, and archive official Board meeting minutes
• Support executive workflow management and follow-up tracking
• Maintain decision logs and action-item trackers

Operational Coordination

• Assist with office operations including filing, scanning, data entry, record organization, and workflow management
• Maintain organized digital and physical administrative systems
• Support onboarding coordination, training tracking, and personnel documentation
• Assist with compliance preparation, licensing organization, and operational readiness activities
• Track regulatory deadlines across behavioral health licensing, childcare licensing, Medicaid, CACFP, Head Start, and COA accreditation frameworks
• Support project coordination across behavioral health and early childhood departments

Office & Front Desk Operations

• Answer multi-line phone systems professionally with excellent customer service and trauma-informed phone etiquette
• Welcome visitors, families, staff, and community partners in a professional and trauma-informed manner
• Maintain a clean, organized, and welcoming office environment
• Manage front desk sign-in, visitor escort, and badging procedures
• Assist with supply inventory, scheduling logistics, and administrative support tasks

Event & Training Coordination

• Coordinate logistics for meetings, trainings, staff events, family engagement events, and community engagement activities
• Assist with materials preparation, communication, scheduling, and event organization
• Support professional development and workforce training initiatives
• Coordinate logistics for regulatory inspections and COA accreditation site visits

Technology & Administrative Systems

• Utilize Microsoft Office Suite, Google Workspace, QuickBooks Online, DocuSign, Homebase, and other office management systems
• Support digital workflow organization and administrative efficiency
• Maintain confidentiality and professionalism while handling sensitive organizational, clinical, and personnel information

Required Qualifications

• High school diploma or equivalent required; Associate degree preferred; Bachelor's degree strongly preferred in business administration, public administration, social work, human services, early childhood education, or related field
• Minimum 2 to 3 years of progressively responsible administrative experience supporting senior leadership, ideally in healthcare, behavioral health, early childhood, nonprofit, or public sector environments
• Demonstrated experience handling confidential or protected information
• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Google Workspace (Gmail, Drive, Calendar), and Adobe Acrobat
• Excellent business writing, proofreading, and document formatting skills
• Strong organizational, time-management, and multitasking capacity in a fast-paced environment
• Ability to clear BOTH KARES Childcare and KARES Long-Term Care background checks (required by Kentucky behavioral health and childcare licensing)
• Capacity to obtain CPR/First Aid (Infant and Child), Pediatric Abusive Head Trauma, HIPAA, Mandated Reporter, and Trauma-Informed Care certifications within first 90 days of hire (employer-supported)
• Willingness to enter and complete the DYM BHSO Workforce Development Credential Pathway

Mandatory Credential Pathway

Because DYM BHSO is Kentucky's first fully integrated behavioral health and early childhood center, all team members who may step into a classroom for any level of coverage are required by Head Start Program Performance Standards and Kentucky childcare regulations to obtain or actively work toward a Child Development Associate (CDA) credential.

This requirement applies to the Executive Administrative Assistant. Our CEO and Executive Director both hold CDAs. Our Food Service Coordinator and Lead Cook are pursuing them. The right candidate sees this as a feature, not a barrier. We support every credential completion financially, operationally, and with mentorship from credentialed leadership.

Preferred Qualifications

• Direct experience inside a Kentucky-licensed Behavioral Health Services Organization, Community Mental Health Center, Type I or Type II childcare center, Head Start or Early Head Start grantee, or COA-accredited organization
• Trauma-informed care certification (SAMHSA, NCTSN, ARC, TBRI, or equivalent)
• Familiarity with Medicaid documentation, electronic health records (PIMSY EHR), or board governance support including minute-taking
• Bookkeeping experience using QuickBooks Online
• DocuSign and workflow automation experience
• Bilingual capacity in Spanish or Somali (compensation differential available)
• Kentucky Notary Public commission

Compensation

Hourly Rate: $16.00 to $20.00 per hour, based on candidate experience and credentials.

Hours: Full-time (40 hours per week) is preferred. Part-time (25 to 32 hours per week) will be considered for exceptional candidates who require schedule flexibility.

Pay Schedule: Semi-monthly (15th and last day of month).

Schedule: Monday through Friday, daytime hours aligned with program hours of 7:00 AM to 5:00 PM. Occasional Monday evenings (5:30 PM to 7:30 PM) for Board of Directors meetings.

Final compensation, hours, and start date are negotiated at the offer stage based on the selected candidate's experience, credentials, and availability.

DYM BHSO Workforce Development Credential Pathway

DYM BHSO invests directly in workforce growth and credential advancement. Eligible employees may earn credential-based hourly wage increases and one-time stipends upon successful completion and verification of approved credentials.

Hourly Wage Increases (Stackable):

• Community Support Associate (CSA) Certification: +$0.50/hour within 90 days
• Kentucky Notary Public Commission: +$0.25/hour within 6 months
• HIPAA Privacy Officer Certification: +$0.50/hour within 12 months
• PHR or SHRM-CP HR Credential: +$1.00/hour within 24 months
• CDA Infant/Toddler: +$2.00/hour within 12 months
• CDA Birth-to-Five: +$2.00/hour within 12 months (replaces Infant/Toddler track)
• CDA Preschool (only if not pursuing Birth-to-Five): +$1.00/hour within 12 months
• Kentucky Director Credential: +$1.00/hour within 24 months

One-Time Credential Stipends (Auto-Awarded):

• CDA Infant/Toddler or CDA Birth-to-Five: $1,384
• CDA Preschool: $150
• CSA Certification: $250
• Kentucky Notary Public: $100
• HIPAA Privacy Officer Certification: $250
• PHR or SHRM-CP: $500
• Kentucky Director Credential: $500

Credential stipends are separate from hourly compensation adjustments and are awarded independently upon successful credential completion and verification. Most credential pathways are employer-supported, including coursework guidance, mentorship from credentialed leadership, and protected on-the-job experience hours.

Benefits

• Paid time off
• Flexible schedule (part-time or full-time options)
• Employee Assistance Program (MetLife EAP through TELUS Health, up to 5 free counseling sessions)
• Bounceback resilience platform access
• Employee childcare discount (for staff with eligible children)
• Professional development assistance
• Referral program
• Internal advancement pathway toward Operations Manager, Compliance & Credentialing Coordinator, or Director of Executive Operations as DYM BHSO scales

Additional benefits including health insurance, retirement plans, and expanded paid leave are under development and will be introduced as Medicaid revenue stabilizes.

Background & Pre-Employment Requirements

This position requires successful completion of:

• KARES Childcare pathway background check (employer-paid)
• KARES Long-Term Care pathway background check (employer-paid for the selected candidate)
• Criminal record check through the Administrative Office of the Courts or Kentucky State Police
• TB screening
• Health professional statement confirming fitness to work with children
• E-Verify and Form I-9 work authorization

DYM BHSO is committed to creating safe, healing environments for the children and families we serve. All staff must be free of disqualifying convictions per applicable Kentucky childcare and behavioral health regulations.

Why Join DYM BHSO?

At DYM BHSO, you are not "just an administrative assistant."

You become part of a mission-focused team helping build systems that support healing, education, emotional wellness, and community impact for children and families.

We are building a culture rooted in:

• Professional growth
• Trauma-informed leadership
• Team collaboration
• Compassionate communication
• Operational excellence
• Community transformation

If you thrive in an energetic environment where organization, leadership, and compassion intersect, we encourage you to apply.

Who You Are

• You bring calm presence to high-stakes environments.
• You hold confidentiality as sacred.
• You write with precision, warmth, and professionalism.
• You see systems where others see chaos.
• You believe administrative excellence is mission work, not paperwork.
• You want to grow inside an organization that is building something meaningful in Kentucky.

How to Apply

Submit your resume through Indeed. Strong candidates may be invited for a phone screen, followed by an in-person interview at 517 W. Breckinridge Street, Suite 1, Louisville, KY 40203. Final candidates will complete background screening and reference checks prior to offer.

DYM BHSO is an Equal Opportunity Employer. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, ancestry, age, disability, marital status, pregnancy, veteran status, genetic information, or any other status protected by federal, state, or local law. We actively welcome candidates with lived experience, candidates from historically underrepresented communities, and candidates who reflect the families and children we serve.

Play. Heal. Thrive.™

Pay: $16.00 - $20.00 per hour

Benefits:

• Employee assistance program
• Employee discount
• Flexible schedule
• Paid time off
• Professional development assistance
• Referral program
• Tuition reimbursement

Work Location: In person