Administrative Services Assistant

Mavensoft Technologies.•Nashville, TN

3d•Onsite

About The Position

This position will support day-to-day office operations, fiscal and grant administration, travel coordination, scheduling, documentation, communications, and program implementation activities. The ideal candidate will be highly organized, detail-oriented, and comfortable coordinating with multiple stakeholders.

Requirements

Bachelor's degree from an accredited college or university; and Three years of increasingly responsible, full-time professional administrative experience.
Qualifying full-time subprofessional, paraprofessional, or professional experience may substitute for the required education on a year-for-year basis, up to four years.
Additional graduate coursework in public administration, business administration, or another acceptable field may substitute for required experience on a year-for-year basis, up to two years.
Two years of increasingly responsible professional administrative services experience with the State of Tennessee.

Nice To Haves

Strong administrative and organizational skills.
Experience supporting contracts, invoices, grants, or fiscal documentation.
Experience coordinating meetings, schedules, and travel.
Strong written and verbal communication skills.
Ability to work effectively with multiple stakeholders and external partners.
Strong attention to detail and documentation management.
Proficiency with Microsoft Office and web-based meeting platforms.
Experience supporting public-sector, government, or healthcare/public health programs is a plus.
Ability to manage multiple priorities and meet deadlines with minimal supervision.

Responsibilities

Monitor, purchase, and receive office supplies in accordance with state policies, procedures, and documentation requirements.
Provide administrative support to the Fiscal and Grants Manager with contracts, invoices, and related documentation.
Communicate with contracted agencies regarding administrative and contractual matters.
Assist with annual accrual audits and maintain well-organized fiscal and administrative files.
Coordinate travel arrangements for ORCO staff, including out-of-state travel in compliance with state travel regulations and accurate accounting codes.
Lead scheduling efforts for the office, including coordinating meetings with multiple stakeholders.
Arrange meeting technology and support, including conference lines and web-based video services.
Attend meetings, take notes, and maintain accurate meeting documentation.
Maintain office files and ensure work products and documentation are organized, accessible, and up to date.
Support program implementation activities across state public health regions where ORCO operates.
Coordinate social media releases, website updates and maintenance, and flyer production in collaboration with the ORCO team and partners.
Perform other administrative duties and provide general operational support as needed.