Administrative Assistant

Position Summary:

The Administrative Program Assistant works to ensure the delivery of professional and quality assistance to the TN Regional Administrator of WestCare Tennessee. This position will support and assist with day-to-day program needs and complete program tasks to allow the TN Regional Administrator to focus on more advanced responsibilities.

Essential Job Functions:

• Embrace and embody the mission, vision, guiding principles, clinical vision and goals of WestCare Foundation.
• Research, collect and analyze specific information related to different topics as requested.
• Capable of managing time involving multiple grants.
• Arrange staff meetings and schedule appointments for the TN Regional Administrator.
• Arrange, monitor and report staff development, education, and training activities to the TN Regional Administrator.
• Maintain office calendars.
• Oversee all aspects of mailing, including pick-up, sorting and distribution of mail in a timely manner to WestCare Tennessee staff.
• Provide administrative tasks to the TN Regional Administrator including organization of files, monitor clinic licenses, insurance and mileage documentation for all company vehicles, maintenance request, site inspections, and IT purchase orders.
• Assist with the onboarding of WestCare Tennessee staff including setting up workstations, company phone and other IT equipment.
• Be the liaison to HR for job description updates, complete hiring requisitions, and postings of new positions.
• Become the Title VI Coordinator for WestCare Tennessee.
• Arrange and monitor facility checklist to ensure compliance with health, fire, and other regulatory standards.
• Maintain the office's physical condition and coordinate necessary repairs.
• Assist the TN Regional Administrator with tracking the credit card usage, reviewing expenses and reconciling credit card expenses for submission.
• Prepare and submit for approval to TN Regional Administrator weekly check request from vendors, contracts, staff etc.
• Function as a liaison for contracts, external groups and agencies on purchase orders, reservations, quotes, internal staff prior approvals, etc. and maintain an inventory for future reference.
• Collect and monitor Program Director and Coordinator reports as required by the grant contracts and submit to the TN Regional Administrator.
• Assist TN Regional Administrator with tracking of program grant budgets and program fiscal expenditures.
• Assist with program activities across all grants.
• Assist in grant planning and initiation of potential funding opportunities when required.
• Make recommendations to the TN Regional Administrator regarding program design, development, and implementation of current programs.
• Compile, monitor and share the updated agency policies and procedures as well as grant standard operation procedures to the TN Regional Administrator and staff.
• Attend in-person and virtual program conferences and meetings, community meetings, and events as deemed necessary.
• Attend necessary monthly integrated staff team meetings.
• Prepare meeting agendas and take meeting minutes from integrated staff team meetings to distribute to relevant staff.
• Assist the TN Regional Administrator with developing and maintaining a positive relationship with community leaders, local groups and organizations, and government agencies.
• Responsible for the implementation, maintenance, and coordination of social media campaigns, outreach and marketing efforts.
• Collaborate closely with the Community Outreach Coordinator with community events, meetings, and networking contacts.
• Complete required WestCare Tennessee eLearning’s.
• Perform any other task keeping program operations and office workflow efficient as requested by the TN Regional Administrator.

Essential Qualifications:

To perform this job successfully, an individual must be able to perform the duties and responsibilities satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Certifications/Licenses:

• Not applicable for this position.

Education:

• Graduation with minimum of a two-year degree in Business, Marketing, Social Work, Community and Human Services, or related field is required.
• 2 – 4 years of experience in related project field may be substituted for degree.

Experience and Competencies:

• Experience working in a behavioral health atmosphere.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Administrative Assistance experience.
• Proficient in computer skills including Office 365 and standard office equipment.
• Excellent communication skills.
• Ability to exercise good judgment and discretion.
• Ability to work well in a team environment.
• Understand HIPAA and adherence to the highest standard of ethical conduct, especially to standards governing confidentiality and consumer rights.
• Professional appearance and demeanor in alignment with WestCare Tennessee standards of excellence.
• Must be culturally/linguistically sensitive to populations served.
• Valid driver’s license and ability to obtain and maintain WestCare’s vehicle insurance is required.

Working Conditions:

• Work is performed in a combination of an office and outdoor setting.
• Some travel is required.

Essential Physical and Mental Demands of the Job

The employee must be able to perform the following essential duties and activities with or

without accommodation:

Physical Demands:

• Requires mobility and physical activity: Having an adequate range of body motion and mobility to work in an office, residential, or outdoor environment including standing and walking (even and uneven surfaces), sitting for extended periods of time, bending, twisting, reaching, balancing, occasional lifting and carrying of up to fifty pounds. Use of computer and telephone systems is required which includes coordination of eye and hand, and fine manipulation by the hands (typing, writing, and working with files).
• Requires the ability to defend oneself and clients in physically abusive situations using approved physical de-escalation techniques.
• Requires talking: Expressing or exchanging ideas by means of the spoken word. Talking is required to impart oral information to employees, clients, patients, and the public, and in those activities in which the employee is required to convey detailed or important spoken instructions to others accurately, loudly, or quickly.
• Requires hearing: Hearing is required to receive and communicate detailed information through oral communication.
• Requires seeing: Clarity of vision at 20 inches or less and at distance. This factor is required to complete paperwork for many of the employee’s essential job functions and to observe client behavior and activities in and out of the facility.
• The normal work routine involves no exposure to human blood, body fluids or tissues. However, exposure or potential exposure may be required as a condition of employment. Appropriate personal protective equipment will be readily available to every employee.

Mental Demands:

• Requires the ability to collect and analyze complex numerical and written data and verbal information to reach logical conclusions.
• Requires the ability to work and cooperate with clients, co-workers, managers, the public and employees at all levels to exchange ideas, information, instructions, and opinions.