Administrative Services Assistant

Responsibilities

• Cook up day-to-day administrative operations for the CHANT Enhanced Care Coordination project.
• Be the first to greet Walmart and approved retail partners for the Welcome Home Gift Registry program.
• Handle invoices, keep documents tidy, and track grant spending to stay compliant with state and federal rules.
• Schedule and organize meetings, vendor check-ins, and partner engagement activities.
• Prepare agendas, meeting notes, action logs, reports, and project updates.
• Maintain organized project records and files in SharePoint and other state systems.
• Draft communications, memos, and participant-facing materials in clear and accessible language.
• Help with quality improvement initiatives, sustainability plans, and documenting best practices.
• Keep an eye out for problems that could slow down the program and report them to the right people.

Qualifications

• A degree from an accredited college or university, preferably in an associate’s or bachelor’s program.
• At least one year of experience giving administrative or financial support to grant-funded projects.
• Strong organizational, communication, and project management skills.
• Experience handling documentation, reporting, invoices, and compliance activities.
• Proficiency with Microsoft Office and SharePoint.
• Experience in healthcare, public health, government, nonprofit, or grant-funded programs is a big plus.
• Supervisory experience is extra special but not required.

Work Environment

• Hybrid work arrangement.
• First day on-site in Nashville for orientation and equipment setup.
• Quarterly on-site attendance for division meetings.
• Standard schedule: Monday through Friday, 8:00 AM to 4:30 PM CST.