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.