Administrative Services Assistant - Onsite - Nashville, TN

Job Title : Administrative Services Assistant (Hybrid) 

Duration : Long Term Contract  

Location : Nashville, TN

Interview : Only Video

• 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.
• Distinguishing Features: 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.

Key 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.

Minimum 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. 
• Supervisory experience preferred