Administrative Assistant
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Job Description
Administrative Assistant providing support to the Admissions Department in Tennessee. Responsible for clerical tasks, legal reporting, and compliance coordination.
Responsibilities:
- Provide daily administrative and clerical support to the Admissions Department, including scheduling, data entry, phone support, and document preparation.
- Assist Admissions Coordinators as needed with case documentation, records management, and intake materials.
- Maintain organized digital and physical filing systems for all admission-related documents and resident records.
- Support new resident onboarding by preparing paperwork, gathering required documentation, and coordinating with center staff.
- Complete and submit all required legal reporting for Tennessee and Missouri Admissions Coordinators, ensuring accuracy and timeliness.
- Prepare, file, and track monthly progress reports and on-demand reports for state agencies, courts, probation/parole, and other referring partners.
- Maintain compliance records in accordance with state regulations, internal policies, and accreditation standards.
- Coordinate with the Tennessee Department of Correction (TDOC) on required compliance documentation, submissions, and renewals.
- Complete all documentation required for TDOC compliance for existing centers.
- Prepare and submit certification applications for new Tennessee centers in partnership with the Director of Admissions and Compliance leadership.
- Track application status, required updates, renewal deadlines, and follow-up requests from TDOC.
- Ensure all documentation aligns with TDOC standards, policies, and procedural requirements.
- Collaborate with Center Directors, Admissions Coordinators, National Leadership to gather information, verify documentation, and resolve discrepancies.
- Provide administrative support for audits, inspections, and program reviews.
- Assist with report preparation for leadership meetings, dashboards, and state.
Requirements:
- High school diploma or equivalent required; associate’s degree preferred.
- Prior administrative or compliance support experience strongly preferred.
- Experience working with legal, correctional, or government reporting processes is a plus.
- Strong attention to detail and ability to meet strict deadlines.
- Proficient in Microsoft Office (Word, Excel, Outlook) and comfortable learning new systems.
- Excellent communication, organization, and multitasking skills.
- Ability to work discreetly with confidential information.
- Alignment with the mission, values, and faith-based vision of Hope Center Ministries.
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