Administrative Services Assistant

About the role

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 state and federal requirements.

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.
• Aid in continuous quality improvement (CQI): identify operational bottlenecks, propose fixes, and document process changes.
• Maintain 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.

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.

Qualifications

• Since 1995, iTech Solutions Inc., has been providing IT Consulting and Direct Hire Services to the Insurance, Financial, Communications, Manufacturing and Government sectors with local offices in Connecticut, Minnesota, Colorado, Massachusetts, Tennessee, North Carolina, and New Jersey / Pennsylvania area.
• iTech Solutions Inc.'s recruiting strategy is simple, if you want to find qualified IT professionals then use IT professionals to find them.
• Our recruiting strategy is simple, if you want to find qualified IT professionals then use IT professionals to find them.
• We can honestly say our staff understands the technologies, the complexities of finding and selecting the appropriate personnel and the pressures of running successful IT projects.

Skills

• Administrative and fiscal support for grant-funded programs.
• Continuous quality improvement (CQI).
• Equity considerations (e.g., rural delivery constraints, language access needs).
• Training logistics (virtual and in-person).
• Project sustainability planning.
• Data reporting and program updates.
• Culturally responsive materials development.
• Scheduling and coordinating meetings.
• File maintenance (SharePoint or other TDH systems).
• Email and memo drafting.

Benefits

• Equal Opportunity Employer.

Pay

• TBD.

Schedule

• TBD.