What are the responsibilities and job description for the Administrative Assistant/Referral Coordinator position at TN Voices?
Summary: The Program Operations Assistant plays a critical role in ensuring smooth organizational operations and program delivery. This position provides comprehensive administrative support, coordinates office logistics, and assists leadership with scheduling and documentation. The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
Qualifications:
- High school diploma or equivalent required; Associate or Bachelor’s degree preferred.
- Minimum 2 years of experience in administrative or operations support; non-profit experience preferred.
- Familiarity with child-serving systems and behavioral health programs is a plus.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams) and virtual meeting platforms.
- Ability to work independently and maintain confidentiality.
- Reliable transportation and internet access required.
Skills & Knowledge Required:
- Communication: Clear, professional verbal and written communication skills.
- Organization: Ability to prioritize tasks, manage calendars, and maintain accurate records.
- Problem-Solving: Proactive approach to resolving issues and improving processes.
- Customer Service: Friendly and professional demeanor when interacting with callers, guests, and staff.
- Technical: Comfortable with digital tools, data entry, and troubleshooting basic tech issues.
Duties & Responsibilities/Principal Activities:
Administrative Support
- Provide back up-front desk coverage, greet visitors, and manage incoming calls with professionalism.
- Offer support for triaging referrals by phone or online when required.
- Respond to inquiries and ensure callers are connected to appropriate resources.
- Prepare and edit correspondence, reports, and presentations for leadership.
- Maintain organized filing systems (electronic and physical) for easy retrieval of documents.
Scheduling & Coordination
- Manage calendars for senior leadership, schedule meetings, and send reminders as assigned.
- Coordinate logistics for internal meetings, staff training, and assist with organizational events as assigned.
- Arrange travel accommodation and prepare itineraries as assigned.
Office Operations
- Oversee daily office operations, including supply inventory, ordering, and management of general administrative requests.
- Provide support to communications and program staff related to booth supplies, printing of additional materials and any other needs.
- Ensure workspaces are clean, organized, and compliant with safety standards and complete mandatory monthly reports to Compliance/OSHA Team.
- Conduct routine building maintenance checks and report issues promptly.
- Assist with maintaining an inventory of all non-technical assets.
- Provide Support to VP of Operations in relation to facility management.
Program Support
- Assist with program data entry, tracking deliverables, and compiling report as assigned.[WV1] [MS2] [WV3] [MS4]
- Support program staff with resource distribution and event planning as assigned.
- Participate in process improvement initiatives to enhance efficiency and service delivery.
Technology & Compliance
- Set up virtual meetings and troubleshoot connectivity issues.
- Ensure compliance with organizational policies and confidentiality standards.
Additional Expectations
- Ensure that we conform to CARF standards applicable to the services provided.
- Uphold and promote TNVs values, mission, and ethical standards in all interactions and decision-making processes to foster a positive and principled workplace culture.
- Comply with all TNV Policy and Procedures.
- Demonstrate flexibility and adaptability to changing priorities.
- Uphold the organization’s mission and values in all interactions.
- Other duties and/or tasks as assigned.
Physical Demands & Work Environment:
The physical demands and work environment described is representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, talk, and/or hear. The employee is occasionally required to stand, use hands to finger, handle, or feel and reach with hands and arms. The employee is frequently required to keyboard and do data entry at a computer. The employee must learn new tasks, remember processes, maintain focus, complete tasks independently, make timely decisions in the context of a workflow, communicate with team members, program participants, or community partners. The employee must lift and/or move up to 20 pounds. Specific vision abilities required by this job include vision and ability to adjust focus. The work environment includes indoor office environments or comparable spaces, and community spaces. The noise level varies by sites and meetings.