Administrative Services Assistant

Position: Hybrid

In-Office Requirements:
Tennessee residents ONLY
New hires are required to report in person for onboarding.
Hybrid work environment with periodic in-person meetings.
Travel to the Nashville office will not be reimbursed.
Typical working hours are M-F 8AM to 4: 30PM CST, 37.5 hours per week.

Job Description:
Under general supervision, the Administrative Assistant position provides administrative and fiscal support for the Perinatal and Infant Section within the Division of Family Health and Wellness, including the Fetal and Infant Mortality Reduction Program, Child Fatality Review Program, Perinatal Regionalization, Perinatal Telehealth, and Rural Fetal and Infant Health Initiative (RFIHI).
This position supports section operations, meetings, grant activities, purchasing, shipping, and travel coordination, and program coordination with staff, contractors, and community partners.

Key Responsibilities:
Provide administrative support for the Perinatal and Infant Section.
Coordinate meetings, trainings, travel, and schedules for staff and partners.
Support advisory committee and collaborative meetings, including scheduling, preparing materials, transcribing recordings, taking meeting minutes, and maintaining records.
Assist with contracts, invoices, budgets, purchase requests, purchasing and shipping activities, and grant tracking.
Maintain fiscal and administrative documentation in compliance with state and federal requirements.
Coordinate invoice and payment processing with fiscal and contract staff.
Prepare reports, correspondence, presentations, and meeting materials.
Maintain organized electronic and hard-copy program files and records.
Support stakeholder communication and community partnership activities.
Handle confidential information in accordance with TDH policies.
Support additional section projects and activities as assigned.

Minimum Requirements:
Graduation from an accredited college or university with an associate's or bachelor s degree is required.
At least two years of experience providing administrative, operational, or fiscal support is preferred.