Administrative Services Assistant - Onsite - Nashville, TN
About The Position
Under supervision, the contract Administrative Assistant 3 position provides administrative and fiscal support for the CHANT Enhanced Care Coordination in Maternity Care Deserts Project. This position supports day-to-day administrative operations related to project management, including invoice processing, documentation, and tracking of grant expenditures, to ensure compliance with Client's requirements. This position provides lead-level administrative and fiscal support for the project. This is a grant-funded contract position with an anticipated duration of up to five (5) years.
Requirements
- Graduation from an accredited college or university with an associate or bachelor’s degree is required.
- At least one year of experience providing administrative or fiscal support for grant-funded programs.
Nice To Haves
- Supervisory experience preferred
Responsibilities
- Serve as primary point of contact with Walmart and any approved retail partners to coordinate the Welcome Home Gift Registry and ensure timely fulfillment.
- Assist with continuous quality improvement (CQI): identify operational bottlenecks, propose fixes, and document process changes.
- Monitor for equity considerations (e.g., rural delivery constraints, language access needs) and escalate barriers to the Program Director.
- Support training logistics (virtual and in-person) for care coordinators and partners through registration, materials printing, and attendance tracking.
- Contribute to project sustainability planning: capture lessons learned and assist with scaling SOPs statewide.
- Develop and deliver monthly data reports and program updates, including preparing and presenting project information to stakeholders.
- Prepare and distribute culturally responsive materials on safe sleep, urgent maternal warning signs, breastfeeding, and mental health resources in coordination with program staff.
- Schedule and coordinate bi-weekly program meetings, vendor check-ins, and partner touchpoints; prepare agendas, minutes, and action logs.
- Maintain organized project files (SharePoint or other TDH systems) including approvals, receipts, shipping confirmations, SOPs, and meeting artifacts.
- Draft memos, email templates, and participant-facing communications; ensure plain-language and accessible formatting.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
