Administrative Services Assistant

Position Title: Administrative Services Assistant

Duration: 9 months(Up to 5 Years)

Location : Nashville, Tennessee,

Work Environment

• Hybrid work schedule.
• In-person attendance is required on the first day at the Nashville Central Office for laptop deployment and orientation.
• Travel to the central office for initial onboarding is non-reimbursable.
• Quarterly in-person attendance in Nashville is required for division meetings.
• Standard work schedule is Monday-Friday, 8:00 AM-4:30 PM CST, totalling 37.5 hours per week.

Under general supervision, the Administrative Assistant 3 provides administrative and fiscal support for the Enhanced Care Coordination in Maternity Care Deserts Project. This role supports day-to-day project operations, including project management, invoice processing, documentation, grant expenditure tracking, and administrative coordination to ensure compliance with state and federal requirements.

• Schedule and coordinate bi-weekly program meetings, vendor check-ins, and partner touchpoints.
• Prepare meeting agendas, minutes, and action logs.
• Maintain organized project files in SharePoint or other TDH-approved systems, including approvals, receipts, shipping confirmations, SOPs, and meeting documentation.
• Draft memos, email templates, and participant-facing communications using plain language and accessible formatting.

• Process invoices and maintain fiscal documentation.
• Track grant expenditures and ensure compliance with state and federal grant requirements.
• Provide administrative support for project management activities.

• Serve as the primary point of contact with Walmart and approved retail partners to coordinate the Welcome Home Gift Registry.
• Ensure timely fulfillment and documentation of participant orders.
• Coordinate communications with vendors and community partners.

• Support Continuous Quality Improvement (CQI) efforts by identifying operational bottlenecks, recommending process improvements, and documenting workflow changes.
• Monitor equity considerations, including rural delivery challenges and language access needs, and escalate identified barriers to the Program Director.
• Contribute to sustainability planning by documenting lessons learned and assisting with the development and scaling of statewide Standard Operating Procedures (SOPs).

• Coordinate logistics for virtual and in-person trainings, including registration, material preparation, and attendance tracking.
• Prepare and distribute culturally responsive educational materials related to:
  
  
  
  • Safe sleep
  • Urgent maternal warning signs
  • Breastfeeding
  • Mental health resources
  
  
  
  
• Develop and deliver monthly data reports and program updates.
• Prepare and present project information to internal and external stakeholders.

• Associate's or Bachelor's degree from an accredited college or university.
• Minimum of one (1) year of experience providing administrative or fiscal support for grant-funded programs.
• Supervisory experience is preferred.

• Experience supporting public health or grant-funded initiatives.
• Strong organizational, communication, and project coordination skills.
• Experience with SharePoint, Microsoft Office Suite, and fiscal documentation.
• Ability to manage multiple priorities while maintaining attention to detail.
• Experience preparing reports and presenting information to stakeholders.