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Administrative Services Assistant

  • Nashville, TN

Job title: Administrative Services Assistant 3
Location: Nashville, TN
Duration: 12 months 

Job Overview

This position will support day-to-day office operations, fiscal and grant administration, travel coordination, scheduling, documentation, communications, and program implementation activities. The ideal candidate will be highly organized, detail-oriented, and comfortable coordinating with multiple stakeholders.

Key Responsibilities

  • Monitor, purchase, and receive office supplies in accordance with state policies, procedures, and documentation requirements. 
  • Provide administrative support to the Fiscal and Grants Manager with contracts, invoices, and related documentation. 
  • Communicate with contracted agencies regarding administrative and contractual matters. 
  • Assist with annual accrual audits and maintain well-organized fiscal and administrative files. 
  • Coordinate travel arrangements for ORCO staff, including out-of-state travel in compliance with state travel regulations and accurate accounting codes. 
  • Lead scheduling efforts for the office, including coordinating meetings with multiple stakeholders. 
  • Arrange meeting technology and support, including conference lines and web-based video services. 
  • Attend meetings, take notes, and maintain accurate meeting documentation. 
  • Maintain office files and ensure work products and documentation are organized, accessible, and up to date. 
  • Support program implementation activities across state public health regions where ORCO operates. 
  • Coordinate social media releases, website updates and maintenance, and flyer production in collaboration with the ORCO team and partners. 
  • Perform other administrative duties and provide general operational support as needed.

Minimum Qualifications

Education & Experience

Option 1:

  • Bachelor's degree from an accredited college or university; and 
  • Three years of increasingly responsible, full-time professional administrative experience.

Education/Experience Substitutions:

  • Qualifying full-time subprofessional, paraprofessional, or professional experience may substitute for the required education on a year-for-year basis, up to four years. 
  • Additional graduate coursework in public administration, business administration, or another acceptable field may substitute for required experience on a year-for-year basis, up to two years.

OR

Option 2:

  • Two years of increasingly responsible professional administrative services experience with the State of Tennessee.

Preferred Skills

  • Strong administrative and organizational skills. 
  • Experience supporting contracts, invoices, grants, or fiscal documentation. 
  • Experience coordinating meetings, schedules, and travel. 
  • Strong written and verbal communication skills. 
  • Ability to work effectively with multiple stakeholders and external partners. 
  • Strong attention to detail and documentation management. 
  • Proficiency with Microsoft Office and web-based meeting platforms.
  • Experience supporting public-sector, government, or healthcare/public health programs is a plus. 
  • Ability to manage multiple priorities and meet deadlines with minimal supervision.

Please send your resumes to usjobs@mavensoft.com

Website: www.mavensoft.com