Program Administrative Support Specialist at MONROE HARDING Inc.

Nashville, Tennessee, United States -

Full Time

Start Date

Immediate

Expiry Date

10 Feb, 26

Salary

0.0

Posted On

12 Nov, 25

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Documentation Management, Communication Skills, Organizational Skills, Time Management, Data Management, Collaboration, Recruitment Support, Training Coordination, Attention to Detail, Cultural Sensitivity, Problem-Solving, Flexibility, Proficiency in Microsoft Office, Confidentiality, Youth Engagement

Industry

Individual and Family Services

Description

Description Who We Are Monroe Harding’s mission is to change young people’s lives. Our cause is to ensure that foster care youth and other vulnerable young people build a solid foundation of strengths that position them for success in adulthood. Our cause and mission are accomplished through trauma and resiliency informed programs and services in foster care, supportive housing, clinical emotional and mental health support services, and education, career development, and life skills support services. What We Value Optimism - We celebrate and encourage the good in each other. We create an environment in which people can have fun, express gratitude, feel uplifted, explore their passions and increase their resiliency. Inclusion - Thru a lens of respect, we advocate for our families, our youth and each other by creating a sense of belonging, understanding and value for the uniqueness of each individual. Curiosity - We are committed to creating a learning environment that seeks knowledge, looks to the future and goes beyond the status quo. Collaboration - We believe that people who are committed to open communication, a willingness to help and working together as a team create a safe environment and a culture of excellence. Personal Accountability - We empower one another to be our best selves. By showing up, listening and providing thoughtful feedback we create a culture that allows for self-care. Who We Are Looking For The Program Administrative Support Specialist is a key partner in Monroe Harding’s Programs Department, providing comprehensive administrative, logistical, and communications support for Foster Care, Independent Living, and Resource Center programs. By streamlining documentation, coordinating program operations, and facilitating engagement with youth, families, and community partners, this role ensures efficient service delivery and positive outcomes. Administrative excellence directly supports case managers, recruiters, and program staff, enabling timely placements, quality assurance, and impactful resource distribution—ultimately improving the lives of children, youth, young adults, and families served by Monroe Harding. Responsibilities of the Program Administrative Support Specialist Administrative & Documentation Support: Manage the Program file room located at the main office by establishing, organizing, and closing case files for all programs. Conduct initial and periodic case record reviews, including random file audits, to ensure accuracy and compliance. Upload documents, initiate case records, and maintain class attendance records in agency database systems. Safeguard electronic and physical files by following HIPAA, Monroe Harding policies, and Tennessee state record retention requirements, ensuring confidentiality and proper disposal of sensitive information. Recruitment & Training Support: Coordinate logistics for TN Key and foster parent training sessions, including class setup and attendance tracking. Maintain ongoing communication with prospective foster parents throughout the recruitment and onboarding processes, providing timely updates and support. Draft written communications and design outreach materials to assist in recruitment efforts. Support staff during community events and internal/external engagements, enhancing outreach and recruitment activities. Program Coordination & Communication: Schedule and organize meetings, court hearings, service planning sessions, and recruitment events at the direction of the Vice President of Programs. Serve as a liaison for non-clinical updates between foster families, birth families, applicants, and agency staff. Coordinate donation logistics, including inventory management and distribution to Foster Care, Independent Living, and Resource Center programs. Data Management & Quality Improvement: Maintain accurate records in Monroe Harding’s agency and partner database systems, ensuring all required demographic, referral, and inquiry information is up to date. Input and manage data to support continuous quality improvement and compliance reporting. Assist in managing referrals by monitoring communications, assessing placements, facilitating resource identification, and ensuring prompt placement of youth in appropriate programs. Collect necessary documentation and communicate with Department of Children’s Services personnel, resource parents, and staff to facilitate new placements. Collaboration & Other Duties: Work collaboratively with staff across Foster Care, Independent Living, and Resource Center programs to support unified service delivery. Complete additional responsibilities as assigned by the Vice President of Programs. Requirements What we expect in Education Coordinator at Monroe Harding Qualifications High school diploma required. Demonstrated ability to manage multiple priorities, maintain confidentiality, and use sound judgment. Proficiency in Microsoft Office Suite (Word, Outlook, Excel), , Internet navigation, and agency case management/database systems; able to learn custom data platforms. Strong organizational, time management, verbal, and written communication skills. Experience working with youth or in trauma-informed environments preferred. Ability to work flexible hours, including evenings and weekends as needed. Sensitivity to cultural and socioeconomic diversity among service recipients. Professional, respectful, and tactful interaction with the public and team members. Competencies Flexibility and effective time management Approachable and energetic demeanor Attention to detail Strong written communication Collaborative and proactive problem-solving Commitment to youth development and family engagement Resilience in fast-paced environments Applicants must pass thorough background check and drug screen. Must have valid Tennessee driver’s license. Additionally, The Diana Screen® is administered to all potential applicants to help ensure that ethical boundaries between children and adults are maintained. At Monroe Harding, the safety and protection of the youth who have been entrusted to us is our #1 priority.

Responsibilities

The Program Administrative Support Specialist provides comprehensive administrative, logistical, and communications support for various programs. This role ensures efficient service delivery and positive outcomes by streamlining documentation and coordinating program operations.