ADMIN SERVICES ASSISTANT 4-78831

About the role

The position is located in the Tennessee Department of Health, Communicable and Environmental Diseases and Emergency Preparedness (CEDEP) division in Nashville, Tennessee.

Responsibilities

• Develop policies and procedures for implementing new or modifying existing administrative services programs and activities.
• Develop and make iterative changes to written guidance documents for administrative processes.
• Monitor shared team email account and forward messages to appropriate team members (per written protocol) at least two times per day. Process and distribute labs sent to team email as appropriate.
• Serve as a liaison between the HAI/AR team and the CEDEP Business and Grants Management Team and other areas in Health.
• Aid the HAI/AR team with navigating various grant and vendor contracts.
• Support all aspects of hiring, including but not limited to developing positions for and advertising current HAI/AR job openings, scheduling applicant interviews, and communication and coordination with Human Resources.
• Support onboarding and offboarding of staff as well as software and supplies procurement requests for new and existing staff.
• Perform inventory of supplies and submit purchase order to re-stock as needed. Complete and submit orders for office supplies within five business days of request, and equipment within five days of receiving approval.
• Assist staff with questions about travel, procurement, and other requests as needed.
• Ensure that staff are aware and reminded of important tasks such as required trainings and inventory self-audits.
• Serve as HAI/AR's Section Inventory Manager.
• Schedule team meetings and other events as needed.
• Provide support to additional HAI/AR projects as required.

Qualifications

• Strong oral and written communication skills
• Strong organizational skills
• Detail oriented with strong note taking skills
• Intermediate experience with Microsoft products such as Excel, Word, PowerPoint, and Access
• Intermediate experience with platforms such as Microsoft Teams, SharePoint, and other communication platforms