Program Assistant

VOA Mid-States•Nashville, TN

4h•Onsite

About The Position

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. They provide housing for families, veterans, and low-income seniors, care and support for individuals with developmental disabilities, healing accountability with restorative justice, and free HIV testing and education. Founded in 1896, VOA is staffed by paid, mission-driven professionals. The Program Assistant is responsible for collaborating with their Associate Director, Staff, Residential Services Coordinators, and Home Coordinators to ensure all Developmental Disabilities Services standards are met and accurate documentation is maintained according to the State’s Department of Intellectual and Developmental Disabilities requirements. This role also handles general office, clerical, and special event functions.

Requirements

A high school education.
Computer literacy with experience in Spreadsheets, Data Base Applications, Word, and Excel.
Demonstrated ability to function in a general office capacity with ability to manage many functions at once.
Satisfactory criminal records check.
Driver's license and satisfactory driving record.
Reliable transportation.

Nice To Haves

Completion of courses or curriculum in office technology or administrative services.

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.
Issues memos to supervisory employees advising them of the monthly performance appraisals due.
Follows up on missing appraisals.
Establish and maintain database and spreadsheet records as required.
Order office supplies and performs general administrative duties as approved by the Associate Director.
Coordinates scheduling of the all meeting space through Outlook.
Performance quality improvement (PQI) duties as assigned by supervision & PQI committee.
Works with Guthrie Coke and Local office in the distribution of employee gifts and awards.
Assists applicants with completing the application and ensures that all required documentation is attached to the application.
Oversees distribution of pay checks to all homes and to office staff, including assisting in distributing all live payroll checks to employees.
Ensures that the agency maintains a signature and fingerprint for each employee.
Schedules new employees for all trainings.
Interviews applicants and works with Human Resources on hiring new employees.
Ensures all new employee paperwork, onboarding, and trainings are completed in accordance with our state and company regulations.
Helps 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.
To model agency core values of integrity, compassion, diversity, commitment & justice to all internal and external contacts.

Benefits

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
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
Integrity Committee
Compassion Committee
Retention Committee
VOA LEAD Program- Leadership Development Program
VOA University - Staff Development
VOA Academy - Clinical Training and Development