Program Assistant

VOA Mid-States; Nashville (TN); On-site; USD 30,000 - 40,000; Full time

Benefits offered by this job

Health and wellness programs

Competitive compensation packages

Loan forgiveness options

Job summary

VOA Mid-States is seeking a full-time Program Assistant in Nashville, TN. The role involves managing administrative duties, ensuring compliance with state requirements, and serving as a positive presence in the office. Candidates should have a high school diploma, experience in office technology, and strong customer service skills. Benefits include health coverage, retirement plans, and opportunities for training and development. Join a mission-driven team working to create positive change in the community.

Qualifications

• High school education required; coursework in office technology preferred.
• Required computer skills include Spreadsheets, Databases, Word, and Excel.
• Must pass a satisfactory criminal records check and have reliable transportation.

Responsibilities

• Serve as the first point of contact for employees and clients.
• Manage administrative office functions according to state standards.
• Assist in interviewing candidates and completing new employee paperwork.

Skills

Computer literacy

Customer service

Office technology

Spreadsheet management

Database applications

Education

High school education

Courses in office technology

Tools

Microsoft Word

Microsoft Excel

Office equipment

Job description

STATUS

Full Time, Houry, Non-Exempt

PROGRAM

Development Disability Services

REPORTS TO

Director

INTRODUCTION

Volunteers of America Mid-States (VOA) 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 include 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

• 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.
• Operate office equipment such as copy machines, fax machines and computers and maintain operational with the assistance of the company supplying the equipment.
• Answer telephones, take messages, and assist visitors as needed.
• Manage the administrative functions of the office and keep in compliance with the state’s Developmental Disabilities Services standards.
• Issue memos to supervisory employees advising them of the monthly performance appraisals due.
• Follow up on missing appraisals.
• Establish and maintain database and spreadsheet records as required.
• Order office supplies and perform general administrative duties as approved by the Associate Director.
• Coordinate scheduling of the all meeting space through Outlook.
• Performance quality improvement (PQI) duties as assigned by supervision & PQI committee.
• Work with Graham Coke and Local office in the distribution of employee gifts and awards.
• Assist applicants with completing the application and ensures that all required documentation is attached to the application.
• Oversee distribution of pay checks to all homes and to office staff, including assisting in distributing all live payroll checks to employees.
• Ensure that the agency maintains a signature and fingerprint for each employee.
• Schedule new employees for all trainings.
• Interview applicants and work with Human Resources on hiring new employees.
• Ensure all new employee paperwork, onboarding, and trainings are completed in accordance with our state and company regulations.
• Help maintain employee files.
• Greets and assists visiting clients.
• All other duties as assigned.
• 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.
• Maintaining at least 10 hours of billable time weekly, or more, while operating in Supported Employment.
• 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.