Administrative Services Assistant

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.
Distinguishing Features: This position provides lead-level administrative and fiscal support for the project. This is a grant-funded contract position with an anticipated duration of up to five (5) years.
Key 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.
Assist with continuous quality improvement (CQI): identify operational bottlenecks, propose fixes, and document process changes.
Monitor for 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.
Minimum Requirements:
Graduation from an accredited college or university with an associate or bachelors degree is required. At least one year of experience providing administrative or fiscal support for grant-funded programs. Supervisory experience preferred
Work Environment:
This is a hybrid position with in-person attendance in Nashville central office required on first day for laptop deployment and orientation. Travel to central office is non-reimbursable. In-person attendance required quarterly for division meetings in Nashville. Position is renewable annually on 6/30, pending funding availability. Typical working hours are Monday - Friday, 8AM to 4:30PM CST. Position is 37.5 hours per week, reflective of state work week.
This position is funded with the Rural Health Transformation grant which is renewable through Oct. 30, 2030.