Program Assistant

Program Assistant

Location: VOA DD Community, Nashville, TN

Status: Full Time, Hourly, Non-Exempt

Program: Development Disability Services

Reports To: Director

Introduction: Volunteers of America Mid-States is a non-profit organization spanning four states that creates positive change in the lives of individuals and communities through a ministry of service. We provide housing for families, veterans, and low-income seniors. We provide care and support for individuals with developmental disabilities, healing accountability that brings people together with restorative justice, and free HIV testing and education. When Volunteers of America was founded in 1896, "volunteer" referred to anyone who served others as a vocation through a commitment to a mission. Today, we are still staffed by paid, mission-driven professionals working to create positive change and build thriving communities. Flexibility, teamwork, and fun are some of the reasons our employees are proud to work at VOA! We offer a comprehensive benefits package to employees who meet eligibility requirements.

Benefits: Volunteers of America Mid-States offers a rich and robust benefits package that supports a healthy work life balance, which includes the following: Health and wellness employee assistance plans (EAP), health and wellness program, medical coverage, dental coverage, vision coverage, flexible spending account, health spending account, short term disability, MetLife legal plans, financial wellbeing, competitive compensation packages, life insurance (company paid), 403b retirement plan with company fund matching, employee discounts, loan forgiveness options through federal programs (National Health Corp & Public Service Loan Forgiveness), all company paid benefits and paid time off effective day one.

Work Culture: Integrity committee, compassion committee, retention committee, training & development, VOA LEAD program- leadership development program, VOA University - staff development, VOA Academy - clinical training and development.

Job Summary and Qualifications: The Program Assistant is responsible for working with their Associate Director and other staff, residential services coordinators, and home coordinators. The Program Assistant will ensure all of that their developmental disabilities services standards are met and that accurate documentation is maintained in accordance with the requirements of that state's Department of Intellectual and Developmental Disabilities. The Program Assistant is responsible for all other general office, clerical, and special event functions as assigned.

What You Should Have for This Role: The position requires a high school education. Completion of courses or curriculum in office technology or administrative services is highly desired. Computer literacy with experience in spreadsheets, database applications, word, and Excel is required. Demonstrated ability to function in a general office capacity with ability to manage many functions at once mandatory. This position also requires a satisfactory criminal records check, driver's license and satisfactory driving record, and reliable transportation.

Responsibilities:

1. As the first point of contact for employees, clients and consumers, this position must focus on customer service and be the positive presence for the office.
2. Operate office equipment such as copy machines, fax machines and computers and maintain operational with the assistance of the company supplying the equipment.
3. Answer telephones, take messages, and assist visitors as needed.
4. Manage the administrative functions of the office and keep in compliance with the state's developmental disabilities services standards.
5. Issues memos to supervisory employees advising them of the monthly performance appraisals due.
6. Follows up on missing appraisals.
7. Establish and maintain database and spreadsheet records as required.
8. Order office supplies and performs general administrative duties as approved by the associate director.
9. Coordinates scheduling of the all meeting space through Outlook.
10. Performance quality improvement (PQI) duties as assigned by supervision & PQI committee.
11. Works with Guthrie Coke and local office in the distribution of employee gifts and awards.
12. Assists applicants with completing the application and ensures that all required documentation is attached to the application.
13. Oversees distribution of pay checks to all homes and to office staff, including assisting in distributing all live payroll checks to employees.
14. Ensures that the agency maintains a signature and fingerprint for each employee.
15. Schedules new employees for all trainings.
16. Interviews applicants and works with human resources on hiring new employees.
17. Ensures all new employee paperwork, onboarding, and trainings are completed in accordance with our state and company regulations.
18. Helps maintain employee files
19. Greets and assists visiting clients
20. All other duties as assigned
21. Manage the administrative functions of the department so that general operations are enhanced and the state's developmental disabilities services standards are maintained in a professional manner.
22. Maintaining at least 10 hours of billable time weekly, or more, while operating in supported employment.
23. To model agency core values of integrity, compassion, diversity, commitment & justice to all internal and external contacts.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.