Administrative Assistant

Location:

Morristown, TN 37814. Position:
Full Time. Salary: $16.83 - $19.23 per hour. Shift: Day.

The Administrative Program Assistant supports the TN Regional Administrator of West Care Tennessee by handling day‑to‑day program needs and administrative tasks, enabling the administrator to focus on higher‑level responsibilities.

• Embrace and embody the mission, vision, guiding principles, clinical vision, and goals of West Care 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 West Care 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 West Care 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 West Care 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 West Care Tennessee eLearning modules.
• Perform any other tasks that keep program operations and office workflow efficient as requested by the TN Regional Administrator.

• 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 Office
  365 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 West Care Tennessee standards of excellence.
• Cultural and linguistic sensitivity to populations served.
• Valid driver’s license and the ability to obtain and maintain West Care vehicle insurance.

• Work performed in a combination of office and outdoor settings.
• Some…