Administrative Assistant

Position Summary

The Administrative Assistant for the Admissions Department plays a key role in supporting the ministry’s mission by ensuring accurate documentation, timely reporting, and smooth operational processes. This role provides administrative, compliance, and clerical support to Admissions Coordinators across multiple states, ensuring that all legal, regulatory, and internal standards are consistently met. The ideal candidate thrives in a detail-oriented environment, works well under time-sensitive conditions, and demonstrates a heart for the ministry of Hope Center.

Key Responsibilities

Admissions & Administrative Support

· 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.

Legal & Compliance Reporting

· 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.

TDOC Compliance & Certification

· 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.

Cross-Departmental Coordination

· 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

Qualifications

· 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.