Administrative Assistant - (Opioid System of Care)

Full Job Description

The Administrative Assistant will provide high-level administrative and logistical support to the Opioids Systems of Care program within MPHD. This position will assist with the daily operations of the program, focusing on documentation, coordination and communication to ensure efficient execution of the program's objectives. The Administrative Assistant will serve as a key liaison between various stakeholders, including public health officials, community partners, and external vendors, and play a critical role in supporting the program's mission to combat the opioid epidemic.


If you have any questions please contact MPHD HR at (615)-340-5640

Requirements

Administrative Support:Perform clerical duties, including answering phones, responding to emails, and scheduling meetings.Prepare, review, and organize documents, presentations, and reports.Assist in drafting correspondence, meeting minutes, and program-related communication.Data Management:Maintain organized and up-to-date records, files, and databases related to the program.Assist in compiling and organizing data for grant reporting and program evaluation.Input and track program-specific data and statistics for various opioid initiatives.Meeting and Event Coordination:Schedule and coordinate internal and external meetings, workshops, and training sessions.Assist in preparing materials and agendas for meetings, ensuring appropriate follow-up actions.Help organize logistics for community outreach events and training sessions.Financial and Grant Assistance:Support the program manager in tracking expenditures, maintaining budgets, and processing invoices related to opioid prevention services.Assist with grant management tasks, including monitoring timelines and helping with documentation required for grant reporting.Program Support:Assist in the management and distribution of materials related to opioid awareness and treatment services.Help with communications between the program and stakeholders, including community organizations and healthcare providers.Provide support for staff working on outreach initiatives by organizing materials and managing schedules.Inventory Management:Track office supplies and program resources, including opioid-related materials (e.g., naloxone kits).Oversee the distribution and inventory of program supplies, including ensuring field staff have the tools necessary for outreach and community engagement.Experience in managing office operations, scheduling, and data entry.Familiarity with grant management and budgeting processes is a plus.Skills and Competencies:Strong organizational skills and attention to detail.Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).Excellent written and verbal communication skills.Ability to multitask and manage time efficiently in a fast-paced environment.Experience working with databases and managing records.Team-oriented and able to collaborate effectively with colleagues and community partners.

Qualifications High School Diploma and six (6) years of increasingly responsible administrative experience.More specific degree, certification, and experience requirements may be included in the position announcement as vacancies occur.

Candidates with accreditations earned in a foreign institute are encouraged to apply, however at the present time MPHD is not sponsoring individuals through any of the US Government’s employment-based immigration programs.

MPHD seeks to be a socially and culturally responsive organization that acknowledges and addresses historical and current inequities in our public health promotion and practice.

Successful candidates will demonstrate the ability to work with multicultural communities.

Additional Information Excellent written and verbal communication skills.Ability to multitask and manage time efficiently in a fast-paced environment.Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)Experience working with databases and managing records.Team-oriented and able to collaborate effectively with colleagues and community partners.Familiarity with opioid use disorder, harm reduction strategies, and public health programs.Knowledge of government and non-profit systems, especially within public health and addiction services.Experience in coordinating community-based programs or health outreach efforts.