Administrative Services Assistant

2 weeks ago

Nashville, Tennessee, United States Expedite Technology Solutions LLC Full time $40,000 - $70,000 per year

Position & Program Overview
The Tennessee Department of Family Health and Wellness is seeking a dedicated and detail-oriented Administrative Services Assistant 4 to support the Maternal Health Programs. This full-time position plays a key role in administrative, financial, and operational support to ensure effective program execution and communication between the department, subrecipients, and external partners.

Key Responsibilities
" Financial Tracking & Reporting

  • Process invoices, monitor program expenditures, assist with budget revisions, and maintain monthly and annual spend-down reports.
  • Develop and maintain budget tracking spreadsheets using Microsoft Excel and Office tools.
  • Ensure payment records are accurate, up to date, and aligned with department policies.

" Meeting Coordination & Documentation

  • Schedule meetings for program directors and leadership.
  • Take detailed notes during internal meetings and prepare summaries for distribution to field staff and senior leadership.

" Contractual & Administrative Support

  • Assist in the preparation and review of contractual paperwork.
  • Coordinate with subrecipients and contract staff to ensure all documentation is complete and accurate.
  • Provide general administrative support including record keeping, document preparation, and file management.
  • Assist with printing and document preparation as needed.

" Event & Supply Coordination

  • Support event planning and preparation for program-related meetings and activities.
  • Prepare, package, and ship programmatic supplies as requested by the team.

" Communication & Liaison Functions

  • Act as a point of contact for external vendors and partners.
  • Respond to inquiries, route information appropriately, and facilitate clear communication within the agency and with external stakeholders.

" On-Site Support

  • Must be available to report to the office to assist with administrative tasks at the request of a supervisor.

" Record Requests

  • Support the Maternal Mortality Review Program by requesting and organizing medical records and other necessary documentation from healthcare providers and relevant agencies.
  • Maintain detailed logs of medical record requests, follow-up communications, and receipt status to ensure timely collection.

This position is hybrid with in-office attendance expected at central office in Nashville, TN at supervisor discretion. Travel to central office is no-reimbursable. Position is 37.5 hours per week, Monday-Friday from 8AM to 4:30PM. Position is renewable annually, dependent on funding availability. Position is funded with Family Planning Administration (HHS) and Maternal Health Innovation Program (HRSA) Federal grant funding.

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