Administrative Services Assistant

Job Title: Administrative Services Assistant

Location: Nashville, TN (Hybrid)
Residency Requirement: Must be a Tennessee resident at the time of hire

Job Description

We are seeking a detail-oriented and highly organized Administrative Services Assistant (ASA 3) to support the Communications and Continuous Quality Improvement (CQI) Manager, Supplemental Nutrition Program (SNP) Section.

The ideal candidate will provide administrative support, assist with program outreach and internal communications, maintain documentation and databases, and contribute to process improvement initiatives.

Key Responsibilities

• Provide administrative support, including preparing reports, forms, documents, and project-related materials.

• Assist with creating handouts, forms, and print requisitions.

• Perform general office duties, typing, word processing, and document management.

• Maintain and update SharePoint, H: Drive, and other databases as assigned.

• Assist in creating and submitting social media posts and program outreach materials.

• Support the preparation and distribution of quarterly internal newsletters.

• Review program webpages and handouts semi-annually and recommend updates as needed.

• Assist with staff and program participant surveys to identify opportunities for process improvement.

• Support continuous quality improvement initiatives and administrative workflow improvements.

• Ensure administrative processes comply with applicable state and federal policies, rules, and regulations.

Minimum Qualifications

• Associate's degree and at least one year of progressively responsible administrative experience, or equivalent qualifying experience.

• Strong written and verbal communication skills.

• Excellent organizational skills and attention to detail.

• Ability to work independently with minimal supervision.

• Ability to collaborate effectively with colleagues, management, agency personnel, and external stakeholders.

• Working knowledge of Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and SharePoint.

Preferred Qualifications

• Experience with Canva, Adobe Creative Suite, or similar creative design tools.

• Familiarity with ADA accessibility requirements and accessible document practices.

• Experience with document remediation tools such as Allyant CommonLook or similar software.

• Experience preparing newsletters, social media content, outreach materials, and administrative reports.

• Experience maintaining databases, shared drives, and digital documentation.

Work Environment and Requirements

• Must be a Tennessee resident at the time of hire.

• Hybrid position requiring weekly in-person attendance in Nashville, Tennessee.

• Must attend in-person orientation and laptop deployment on the first day of employment.

• Contract funding is grant-dependent, with renewal potential through September 30, 2027, subject to funding availability.

Interested candidates: Please share your updated resume along with your current location, availability, and relevant administrative support experience.