***This is a time limited grant funded position with anticipated assignment period of 24 months and a set salary of $42,500 annually ($20.4327 per hour).***LOCATION: This is an office-based position in Asheville, North Carolina. Incumbent must live in North Carolina or within 40 miles of the NC border.GENERAL STATEMENT OF JOBThe Crisis Counseling Assistance and Training Program (CCP) is a federally funded supplemental program administrated by the U.S. Department of Homeland Security (DHS) Federal Emergency Management Agency (FEMA) to fund mental health assistance and training activities in areas that have been declared a major disaster by the President of the United States. The mission of the CCP is to assist individuals and communities in recovering from the effects of disasters through the provision of community-based outreach and psycho-educational services. The CCP supports short-term interventions that involve assisting disaster survivors in understanding their current situation and reactions, mitigating stress, developing coping strategies, accessing sources of emotional support, and encouraging linkages with other individuals and agencies that help survivors in their recovery process.The Administrative Support Professional reports to the Regional Project Manager. This position provides comprehensive support to the CCP efforts of Vaya Health. This position will work directly with members of the CCP Team and the Community Relations Department to ensure all work and initiatives are completed in accordance with defined expectations. This position will provide administrative and organizational support to ensure effective grant management, compliance, and timely execution of project deliverables. This role involves coordinating documentation, data collection, assisting with reporting, and liaising with internal and external stakeholders.ESSENTIAL JOB FUNCTIONSDocumentation Management & Administrative Support:
- Performs general administrative tasks such as managing correspondence, organizing files, data entry, and maintaining inventory of office supplies related to CCP grant activities.
- Organizes, maintains, and updates all CCP grant related files, including but not limited to training records, data collection records, quarterly finance reports, community stories and photos collected during outreach events, and team meeting agendas and minutes.
Grant Reporting Assistance:
- Supports the preparation of reports by gathering data, formatting documents, and ensuring accuracy in submissions to DMHDDSUS, FEMA, and SAMHSA.
Scheduling and Coordination:
- Arranges meetings, trainings, and travel related to grant activities; prepares and distributes agendas and minutes for meetings.
Communication Support:
- Serves as a point of contact for the CCP Team, maintaining regular communication with internal departments, contractors, DMHDDSUS, FEMA, and SAMHSA.
Financial Tracking Support:
- Assists with tracking CCP expenditures, verifying receipts, and ensuring funds are allocated according to CCP budget requirements.
Compliance and Deadlines:
- Monitors CCP deadlines and ensures timely submission of required documentation and reports.
Other Duties as Assigned.KNOWLEDGE, SKILL & ABILITIES
- Strong verbal and written skills.
- Strong interpersonal skills required in dealing with staff at all levels and the general population.
- Strong organizational and time-management skills.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Teams).
- Ability to work independently, adapt to changing priorities, and maintain a positive and supportive approach under deadlines.
- Ability to enter online data using provided data tools, review data submissions and reports, and assist in project reporting as needed.
- Ability to demonstrate empathy and compassion in dealing with individuals in crisis.
- Ability to communicate on the telephone and laptop.
- Ability to perform repetitive tasks and motion with hands.
- Ability to drive a motor vehicle.
QUALIFICATIONS & EDUCATION REQUIREMENTS
- High school diploma or equivalent and 4-5 years of progressively responsible secretarial or clerical/administrative/office management experience;
OR
- Completion of a two-year secretarial science or business administration program and two (2) years of progressively responsible secretarial or clerical/administrative, office management experience;
OR
- Completion of a four-year program in a college or university preferably with major emphasis on coursework in business administration, public administration, or other related field; or an equivalent combination of training and experience.
Required Training:Core Content TrainingCCSP Data Collection TrainingSupplemental ongoing training as requiredPreferred work experience:2 or more years of administrative experience preferred.MENTAL/PHYSICAL REQUIREMENTS
- Close visual acuity to perform activities such as preparation and analysis of documents; viewing a computer terminal; and extensive reading.
- Physical activity in this position includes crouching, reaching, walking, talking, hearing and repetitive motion of hands, wrists and fingers.
- Sedentary work with lifting requirements up to 10 pounds, sitting for extended periods of time.
- Mental concentration is required in all aspects of work.
RESIDENCY REQUIREMENT: This person is required to reside in North Carolina or within 40 miles of the NC border. This is an office-based position located in Asheville, NC.SALARY: Depending on qualifications & experience of candidate. This position is non-exempt and is eligible for overtime compensation. DEADLINE FOR APPLICATION: Open Until FilledAPPLY: Vaya Health accepts online applications in our Career Center, please visit Vaya Health is an equal opportunity employer.