Administrative Service Assistant

One of our clients in the government domain is seeking an Administrative Service Assistant to provide administrative and fiscal support for the CHANT Enhanced Care Coordination in Maternity Care Deserts Project. This role supports day-to-day administrative operations for project management, including invoice processing, documentation management, and tracking grant expenditures to ensure compliance with state and federal requirements. This position provides lead-level administrative and fiscal support for the project. It is a grant-funded contract role with an anticipated duration of up to five (5) years, dependent on funding availability.

Administrative Service Assistant

Hybrid

710 James Robertson Parkway, 6th Floor, Andrew Johnson Tower, Nashville, Tennessee 37243

1 Months

Key Responsibilities

Serve as the primary point of contact with Walmart and approved retail partners to coordinate the Welcome Home Gift Registry and ensure timely fulfillment. Assist with continuous quality improvement (CQI) initiatives by identifying operational bottlenecks, recommending solutions, and documenting process enhancements. Monitor equity considerations, including rural delivery constraints and language access needs, and escalate identified barriers to the Program Director. Support training logistics for care coordinators and partners, including registration management, material preparation, and attendance tracking for both virtual and in-person sessions. Contribute to project sustainability planning by capturing lessons learned and supporting the development and scaling of standard operating procedures (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 related to safe sleep practices, 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 engagements; prepare agendas, meeting minutes, and action logs. Maintain organized project documentation within SharePoint or other TDH systems, including approvals, receipts, shipping confirmations, SOPs, and meeting records. Draft memos, email templates, and participant-facing communications, ensuring plain-language clarity and accessible formatting.

Minimum Requirements

Graduation from an accredited college or university with an associate//'s or bachelor’s degree is required. At least one (1) year of experience providing administrative or fiscal support for grant-funded programs is required. Supervisory experience is preferred.

Work Environment

This is a hybrid position requiring in-person attendance at the Nashville central office on the first day for laptop deployment and orientation. Travel to the central office is non-reimbursable. In-person attendance is required quarterly for division meetings in Nashville. The position is renewable annually on 06/30, subject to funding availability. Typical working hours are Monday through Friday, 8:00 AM to 4:30 PM CST, totaling 37.5 hours per week in alignment with the state work schedule. This role is funded through the Rural Health Transformation grant, which is renewable through October 30, 2030.