Administrative Coordinator

Job Type Full-time Description

Rate: $45,000 - 50,000

Location: 2808 McGavock Pike Nashville, TN

Shift: 8:00AM – 4:30PM (Flexible Scheduling Allowed)

Catholic Charities was founded in 1962 with the mission of providing wholistic care within Middle Tennessee. Our programs consist of the following’ homelessness prevention, re-housing, food distribution, emergency materials, utility payments, refugee resettlement, clinical counseling, adoption, and family support, parenting, and multi-pronged community support through neighborhood embedded family resource centers. Catholic Charities is an established non-profit, and is still growing year after year. If you are seeking a job with a purpose then you are finally home.

Benefits Include;

• (10) vacation days.
• (12) personal days.
• (18) paid holidays.
• Easter & Christmas Break
• 403B plan with company match.
• Pension plan.
• Health insurance, vision, and dental coverage.

Job Summary:

The Administrative Assistant provides daily administrative support to the staff of the County Expansion Program to effectively carry out the multi-faceted duties and responsibilities required to efficiently provide services to our clients and the community.

Job Responsibilities:

• Performs a wide variety of recurring office procedures such as mail handling, maintaining inventory of office supplies, phone, and email inquiries, and preparing correspondence, etc.
• Performs general bookkeeping work, which may include entering data and maintaining records. 
• Collects supporting documents of office expense, revenue, expenses for reimbursement or credit card billing backup. Maintains detailed records to support the annual audit.
• Organizes and maintains all files and records (digital and physical) and disseminates information as necessary.
• Prepares concise reports as requested.
• Assists in improving workflow for optimum efficiency.
• Performs general clerical duties.
• Prepares accounts payable vouchers for agency vendors on a timely basis.
• Develops and maintains working knowledge of each of the programs within the County Expansion Department to ensure administrative compliance with each program grant. 
• Supports staff to satisfy administrative requirements within the confines of each grant contract including, but not limited to, processing client assistance, ensuring all Family Resource Center expenses are paid monthly, processing employee reimbursement requests, placing supply orders, etc. 
• Reviews employee mileage reimbursements and client assistance requests to ensure compliance with agency and program policies.
• Completes data entry for client assistance in Salesforce. 
• Reconciles monthly credit card statement with documentation for all purchases and submits to the Finance Department. 
• Maintains updated program directory and contact information and shares with appropriate stakeholders.
• Coordinates logistics for meetings, including agenda preparation, attendee communication, and follow-up actions.
• Monitors and prioritizes incoming communications (emails, calls, etc.).
• Support special projects and initiatives assigned by the Program Director.
• Maintain accurate client/program records regarding services provided according to Agency guidelines, using the database(s) provided by the agency and within Agency time frame.
• Actively participate in supervision sessions, periodic team meetings, and training.

Requirements

Job Requirements:

• High School diploma or equivalent. Bachelor’s degree preferred.
• Prior experience in administrative support required.
• Prefer candidate with prior experience in a non-profit setting.
• Excellent written and verbal communication skills.
• Strong organizational and time-management abilities.
• Knowledge of modern office practices and procedures and general office equipment.
• Proficient with Microsoft Office applications, especially Excel.
• Ability to learn databases, and other systems.
• High level of professionalism and discretion.
• Must be detailed oriented with strong organizational skills and ability to multi-task.
• Must be capable of accepting responsibilities and prioritizing work and working under pressure.
• Must be flexible with time required to perform job functions and meet deadlines with the ability to work independently.
• Ability to make mature and prudent decisions.
• Ability to maintain strict confidentiality and utmost discretion in all matters.
• Ability to anticipate the needs of the programs and act promptly in response to them.
• Current driver’s license required. Ability to legally operate a motor vehicle and provide own transportation.

Salary Description $45,000 - $50,000