Administrative Services Manager

Our Client seeking a fulltime Administrative Services Manager to assist with administrative and business operations, contract development and revisions, and maintain fiscal accountability for contracts. This position works closely with division and office directors to manage administrative and fiscal functions, including reviewing contractors’ financial reports and making recommendations to align expenditures with approved budgets. The role also includes general administrative support to ensure smooth program operations.

This position is 5 years contract

Hybrid position requiring onsite attendance at least 1–2 days per month, with additional days as needed.

Some instate travel is required.

Candidates must reside in or be willing to relocate to Tennessee.

Position Overview

Our Client is seeking to support the Assistant Commissioner and division leadership in managing administrative, fiscal, and operational activities.

This role is responsible for coordinating administrative operations, supporting contract development and revisions, monitoring fiscal accountability, and assisting with procurement and budget oversight activities. The Administrative Services Manager will work closely with division and office directors to ensure efficient operations, accurate financial tracking, and compliance with organizational and funding requirements.

The ideal candidate is highly organized, analytical, collaborative, and capable of managing multiple priorities in a fast-paced public health environment.

Key Responsibilities

Administrative & Operational Support

• Prepare, edit, finalize, and distribute meeting minutes, reports, and administrative documentation.
• Maintain organized electronic records and ensure accurate document management.
• Perform a wide range of administrative support activities for division leadership and program operations.
• Coordinate correspondence, meeting materials, reports, and operational documentation.
• Support daily administrative functions to ensure smooth program operations.

Fiscal & Budget Monitoring

• Review, monitor, and analyze budgets, expenditures, and financial reports.
• Ensure expenditures align with approved budgets, funding requirements, and program objectives.
• Review contractor financial reports and identify budget variances or compliance concerns.
• Assist leadership with fiscal tracking, reporting, and expenditure monitoring.

Contract & Procurement Support

• Support development, revision, and tracking of contracts and procurement documentation.
• Coordinate and monitor general services and goods contracts through completion.
• Assist with competitive procurement processes and contract administration activities.
• Maintain accurate documentation and tracking records for contracts and procurement actions.

Stakeholder Coordination & Communication

• Serve as a liaison between leadership, internal staff, external agencies, and partners.
• Support collaboration across division teams and external stakeholders.
• Communicate professionally with partners regarding operational, fiscal, and administrative matters.
• Assist with meeting coordination, scheduling, and follow-up activities.

Travel & Office Administration

• Coordinate travel arrangements and maintain related expense documentation.
• Support office operations and general administrative functions.
• Assist with special projects and operational initiatives as assigned.

Minimum Qualifications

• Five or more years of progressively responsible professional administrative experience.
• Strong written and verbal communication skills.
• Experience monitoring budgets, expenditures, and financial documentation.
• Strong analytical, research, and problem-solving skills.
• Ability to think strategically and support program outcomes.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Collaborative approach with the ability to work effectively in team environments.
• Excellent interpersonal skills and ability to build strong professional relationships.

Education Requirements

• Graduation from an accredited college or university with a bachelor’s degree.

OR

• Up to four years of increasingly responsible full-time subprofessional, paraprofessional, or professional experience may substitute for the required education on a year-for-year basis.

Preferred Qualifications

• Experience supporting public health, healthcare, government, or grant-funded programs.
• Experience with contract management, procurement coordination, or fiscal administration.
• Familiarity with budget monitoring and audit-ready documentation.
• Experience working with leadership teams and multi-stakeholder environments.
• Strong Microsoft Office Suite skills, including Excel, Outlook, Word, and PowerPoint.