Administrative Assistant

Location: Morristown, TN 37814. Position: Full Time. Salary: $16.83 - $19.23 per hour. Shift: Day. Position Summary The Administrative Program Assistant supports the TN Regional Administrator of WestCare Tennessee by handling day‑to‑day program needs and administrative tasks, enabling the administrator to focus on higher‑level responsibilities. Essential Job Functions Embrace and embody the mission, vision, guiding principles, clinical vision, and goals of WestCare Foundation. Research, collect, and analyze information related to different topics as requested. Manage time effectively across multiple grant projects. Arrange staff meetings, schedule appointments, and maintain the administrator’s calendar. Arrange, monitor, and report staff development, education, and training activities. Oversee all aspects of mailing, including pick‑up, sorting, and distribution to WestCare Tennessee staff. Perform administrative tasks for the TN Regional Administrator, including file organization, monitoring clinic licenses, insurance and mileage documentation, maintenance requests, site inspections, and IT purchase orders. Assist with onboarding of WestCare Tennessee staff, setting up workstations, company phones, and other IT equipment. Serve as the liaison to HR for job description updates, complete hiring requisitions, and posting of new positions. Act as the TitleVI Coordinator for WestCare Tennessee. Arrange and monitor the facility checklist to ensure compliance with health, fire, and other regulatory standards. Maintain the office’s physical condition and coordinate necessary repairs. Track credit card usage, review expenses, reconcile credit card expenses, and submit weekly check requests from vendors and contracts. Function as a liaison for contracts, external groups, and agencies on purchase orders, reservations, quotes, and internal staff prior approvals; maintain an inventory for future reference. Collect and monitor Program Director and Coordinator reports required by grant contracts and submit to the TN Regional Administrator. Track program grant budgets and fiscal expenditures. Assist with program activities across all grants. Help plan and initiate potential funding opportunities when required. Make recommendations regarding program design, development, and implementation. Compile, monitor, and share updated agency policies, procedures, and grant standard operation procedures. Attend in‑person and virtual program conferences, community meetings, and events as deemed necessary. Attend and support monthly integrated staff team meetings; prepare agendas and take minutes for distribution. Help develop and maintain positive relationships with community leaders, local groups, organizations, and government agencies. Implement, maintain, and coordinate social media campaigns, outreach, and marketing efforts. Collaborate with the Community Outreach Coordinator on community events, meetings, and networking contacts. Complete required WestCare Tennessee eLearning modules. Perform any other tasks that keep program operations and office workflow efficient as requested by the TN Regional Administrator. Essential Qualifications Graduation with a minimum of a two‑year degree in Business, Marketing, Social Work, Community and Human Services, or a related field. Up to 4years of experience in a related project field may substitute for a degree. Experience working in a behavioral health environment. Ability to define problems, collect data, establish facts, and draw valid conclusions. Administrative assistance experience. Proficiency in Office365 and standard office equipment. Excellent communication skills. Good judgment and discretion. Ability to work well in a team environment. Understanding of HIPAA and adherence to the highest standard of ethical conduct, especially regarding confidentiality and consumer rights. Professional appearance and demeanor in line with WestCare Tennessee standards of excellence. Cultural and linguistic sensitivity to populations served. Valid driver’s license and the ability to obtain and maintain WestCare vehicle insurance. Working Conditions Work performed in a combination of office and outdoor settings. Some travel required. Essential Physical and Mental Demands Mobility and physical activity required, including standing, walking (even and uneven surfaces), sitting for extended periods, bending, twisting, reaching, balancing, and lifting up to fifty pounds. Use of computer and telephone systems, requiring coordination of eye and hand and fine manipulation. Ability to defend oneself and clients in physically abusive situations using approved physical de‑escalation techniques. Strong verbal communication skills; ability to impart oral information accurately, loudly, or quickly. Auditory acuity for receipt and communication of detailed information. Visual acuity at 20 inches or less and at distance required for paperwork and observing client behavior. No exposure to human blood, body fluids, or tissues, but potential exposure may occur; personal protective equipment provided. Mental Demands Ability to collect and analyze complex numerical and written data and verbal information to reach logical conclusions. Ability to work and cooperate with clients, co‑workers, managers, the public, and employees at all levels to exchange ideas, information, instructions, and opinions. #J-18808-Ljbffr