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Administrative Services Coordinator

1 month ago

Nashville, Tennessee, United States Abacus Service Corporation Full time
Job Title: Administrative Services Assistant

Job Summary:

The Tennessee Department of Health, Division of Family Health and Wellness is seeking a highly organized and detail-oriented Administrative Services Assistant to support the Rape Prevention and Education (RPE) Section. This role will assist the Section Chief, Program Directors, and other program staff with day-to-day administrative responsibilities, including coordination of special events and projects.

Key Responsibilities:

  • Provide administrative support, including preparation of reports, forms, and administrative tasks related to preparing purchase orders, travel authorizations, and expense requests.
  • Submit and complete printing requests.
  • Prepare contract documents, including scope of services and budgets, and assist contract agencies with budget development.
  • Process invoices to ensure timely vendor payment and maintain Excel Invoice spreadsheets.
  • Provide administrative duties, including typing, word processing, and general office support.
  • Support in scheduling, planning, and development, order supplies, and process travel claims and invoices.
  • Assist in planning trainings and events by assisting with PH- development, contacting trainers, coordinating meeting spaces, and creating training materials.
  • Provide support to the RPE Program Director and maintain and update SharePoint, H: Drive, and other databases as assigned.
  • Respond to RPE emails in the RPE inbox.
  • Ensure that all administrative processes adhere to public health policies, procedures, and legal records.
  • Monitor the sub-recipients grant budget and expenditures.
  • Assist with checking sub-recipients' budget and funding revisions.

Requirements:

  • Associate's degree and experience equivalent to one year of increasingly responsible full-time professional staff administrative experience.
  • Substitution of Experience for Education: Qualifying full-time increasingly responsible sub professional or paraprofessional.

Working Conditions:

This is a hybrid position with a regular shift from 8:00 AM to 4:00 PM, Monday through Friday.