Admin Assistant POST NUMBER: 442936
Position: Administrative Assistant
Location: Nashville, TN
Schedule: Hybrid Tues/Wed/Thurs in office from 9-3pm and M&F WFH
Salary: $20-23/hr
Contract to Hire
Duties and Responsibilities:
- Prepares letters, reports, documents, and a variety of other material from rough draft, clear copy, or notes, using Word processing software, including formatting, data collection and tabulation.
- Prepares and sends correspondence and form letters on general matters where instructions are clear, and precedence is followed.
- Facilitates completion, collection, and flow of required forms/documents such as purchase orders invoices/requests for payment, requests for information, and travel vouchers.
- Makes travel arrangements, such as booking flights, rental vehicles, making hotel reservations, completing registrations, processing travel advances and expense reports and reconciling credit card statements.
- Handles arrangements for meetings; secures meeting location, notifies appropriate individuals of meeting details through e-mail, Zoom, Teams or other source, and purchases refreshments if needed.
- Maintains various reference files, computer and manual filing systems, assembles and organizes data, and prepares necessary reports.
- Conduct research for inclusion into reports; recognizes variations and verifies completeness and accuracy of printed material.
- Schedules appointments and meetings, gives information to callers, handles or refers complaints/problems as appropriate, and generally assists in supportive clerical work.
- Reviews and verifies documents, general reports and records for accuracy and conformance to departmental rules and procedures.
- Applies established policies and procedures where clear and ample precedents have been established; searches documents to answer factual inquiries and to locate information.
- Greet and assist callers and visitors; screen calls and route callers to the appropriate party when required.
- Handle sensitive information in a confidential manner.
- Other duties as assigned by Program Manager.
- Associates Degree in Business Administration or closely related field obtained from an accredited college or technical school that has equipped the applicant with the specific knowledge, skills and abilities to successfully perform the duties of the position. Documented experience in a paid related position will be considered in lieu of a degree.
- Knowledge of office management systems and procedures.
- Excellent computer skills, proficient in Microsoft Office Suite.
- Excellent verbal and written communication skills.
- Strong organizational and planning skills.
- Must possess cultural sensitivity and ability to work within the customs and traditions of various tribal groups.
- Excellent time management skills and ability to multi-task and prioritize work.
- Ability to thrive in diverse environment.
- Desire to be proactive and have a genuine desire to meet the needs of others.
- Must be able to work in a team-based environment.
- Ability to travel and work irregular hours, on an as needed basis.
Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
EEO Notice
Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.