Hybrid - Office Support Specialist

2 weeks ago

Nashville, Tennessee, United States TalentBurst, an Inc 5000 company Full time

Position - Office Support Specialist - Hybrid

Location – Nashville, TN (2 days in office)

Duration – 17+ Months

Compensation - $ 25.00/hr.

Role Overview & Responsibilities:

This role involves providing essential administrative support within a dynamic team environment.

The Office Support Specialist will assist leadership and program staff with various administrative tasks, ensuring smooth operations and effective project coordination.

Key Qualifications:

  • Associate's degree along with a minimum of one year of relevant professional administrative experience.
  • Experience may substitute for formal education in certain cases.

Core Responsibilities Include:

  • Deliver comprehensive administrative assistance, including the creation of reports, forms, and handling administrative tasks related to procurement and travel.
  • Manage and fulfill printing requests efficiently.
  • Draft and prepare contract documentation, including service scopes and financial plans, while aiding partner organizations in budget formulation.
  • Oversee invoice processing to guarantee prompt payments to vendors, maintaining detailed Excel spreadsheets for tracking.
  • Perform various office support functions, including typing, document preparation, and general administrative tasks.
  • Assist in scheduling and planning activities, procure supplies, and manage travel claims and invoices.
  • Support the organization of training sessions and events by coordinating logistics, contacting facilitators, and developing training materials.
  • Provide assistance to program leadership, ensuring the maintenance and updating of relevant databases and shared drives.
  • Manage communications through designated program email channels.
  • Ensure compliance with organizational policies and legal standards in all administrative processes.
  • Monitor grant budgets and expenditures for sub-recipients, assisting with budget reviews and revisions.

Preferred Skills:

  • Strong verbal and written communication skills.
  • Detail-oriented with exceptional organizational abilities, capable of working independently.
  • Effective interpersonal skills to collaborate with colleagues and external partners.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint, Outlook, etc.).

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