What are the responsibilities and job description for the Administrative Assistant position at Mending Hearts, Inc.?
Administrative Assistant Job Description
Mending Hearts is a 501(c)3 nonprofit that helps women restore their lives from addiction through a long-term treatment program that offers hope and healing in a supportive community environment – regardless of their ability to pay.
As the largest nonprofit in Tennessee offering the full continuum of care (detox through independent living), we provide a holistic approach to addiction recovery through compassionate phases of care in a family environment. We identify the triggers and stressors of addiction while establishing the support needed for recovery. Our unique program develops independence and offers opportunities to reintegrate into society with confidence.
Our dynamic team of clinical, medical, nonprofit, and development professionals continues to expand as we identify more opportunities to help women seeking freedom from addiction. Our growing team welcomes members to a supportive professional environment.
POSITION SUMMARY
The Administrative Assistant provides essential support to daily operations by managing front desk activities, coordinating administrative tasks, and fostering communication across multi-disciplinary teams. This role ensures a professional, organized, and welcoming environment for staff, clients, and visitors while maintaining accuracy and consistency in daily, weekly, and monthly responsibilities.
ESSENTIAL FUNCTIONS
- Greet and assist guests, clients, and new intakes in a professional manner
- Answer incoming calls, check voicemails, and respond to emails in a timely manner
- Manage front office functions, including mail distribution, accepting program fees, donations, and deliveries
- Maintain consistent communication with multi-disciplinary teams across the organization
- Monitor and replenish office supplies; oversee coffee, creamer, and breakroom needs
- Coordinate errands, including East Campus deliveries, post office, and bank runs
- Report to Case Managers when TDOC is onsite
- Complete and submit Van Logs (Excel) by the 5th of each month
- Process departmental supply requests on the 1st and 15th of each month
- Update and maintain monthly inventory records
- Ensure a professional and well-supplied work environment
- Serve as holder of company card and company truck keys
- Provide support for all Mending Hearts activities, as requested
- Work on special projects, as assigned by management
- Exercise strict confidentiality over all Mending Hearts’ sensitive information
POSITION QUALIFICATIONS
Skills & Abilities
- Education: High school diploma or equivalent required; some college preferred
- Experience: Previous administrative or office experience preferred
- Other Requirements:
- Proficiency in Microsoft Office (especially Excel) and email communication
- Strong organizational, communication, and multitasking skills
- Ability to maintain professionalism and confidentiality
- Valid driver’s license with reliable transportation. Ability to obtain an F endorsement within 30 days of hire.
Key Competencies
- Professional and welcoming presence
- Attention to detail and accuracy
- Strong interpersonal and communication skills
- Ability to manage multiple priorities effectively
- Dependability and follow-through
Job Type: Full-time
Pay: $17.00 - $18.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Application Question(s):
- If invited to a virtual or in-person interview, please list any available days/times over the next 10 business days (M-F 830am-430pm).
Experience:
- Customer service: 1 year (Preferred)
Work Location: In person
Salary : $17 - $18