Administrative Assistant
Administrative Service Assistant 2
Job Location: James K. Polk Building 505 Deaderick St. Nashville, TN 37243
The Division of Rehabilitation Services, Vocational Rehabilitation (VR) Program, seeks to provide employment-focused rehabilitation services for individuals with disabilities consistent with their strengths, priorities, and resources. This includes working with individuals and employers – both as VR customers. In addition to meeting the needs of individuals with disabilities, VR is also called upon to meet the needs of businesses in the state through labor market knowledge, economic competency, and employer partnership skills.
VR is seeking a highly motivated, organized, and experienced administrative assistant to support the Business Services Director. This position serves as the first point of contact for matters related to the administration of the VR Program including back-up assistance to all direct reports and day-to-day operations. This position will maintain strong, effective communications with external and internal customers as well as various organizations and councils. This position needs to be able to be able to demonstrate exceptional judgement in handling all requests and provide an outstanding end product. This role requires exceptional communication and customer service skills in a fast-paced and high energy environment.
This position will accompany the Director to business meetings and events including day travel and travel overnight as necessary.
- Assist the Director in day-to-day activities and general administrative office duties.
- Assist the Director in preparing reports, proposals and other documents by collecting and analyzing data, formatting, inputting, retrieving, copying or transmitting data. Will need to use Microsoft Excel in data management tasks.
- Support the Director, as assigned, with special project-based work by completing accurate, thorough, and professional work within the timeframes identified.
- Maintain calendars and schedule appointments using Microsoft Outlook calendars. Must be able to work under tight deadlines and respond to high pressure situations.
- Logistically plan meetings, conferences, videoconferences (WebEx) and trips, often involving large groups.
- Handle internal and external communications with professionalism and efficiency including but not limited to, drafting emails, letters and various documents on behalf of the Director. Alert the Director to high priority correspondence in a timely manner.
- Make all travel arrangements, including ticket purchases, car services, hotels, rental cars, etc. Will be responsible for submitting travel authorizations and reimbursements according to established processes.
- Welcome guests by greeting them in person or on the telephone; answering or directing departmental inquiries.
- Bachelor’s degree in business, human resources, training and development, vocational rehabilitation or a related field required.
- At least two years of experience administratively serving and assisting management.
- Flexible work style, ability to handle the pace of the environment with unexpected changes.
- Strong interpersonal, communication, presentation, and listening skills.
- Proficient in Microsoft Office Suite
- Excellent organizational skills
- Excellent verbal and written communication skills
- Excellent customer service skills
- Valid driver license and ability to operate motor vehicle for work travel duties.
- Willingness to travel with occasional overnight stays.