Administrative Services Assistant

Administrative Services Assistant

Location: Nashville, TN 37243
Pay Rate: $25 – $28/hr, paid weekly
Schedule: Monday–Friday, 8:00 AM–4:30 PM
Work Arrangement: Hybrid
Contract Duration: September 7, 2026 – June 30, 2027, long term extension 

Residency Requirement: Candidates must currently reside in Tennessee.
Onboarding: New hires must report in person in Nashville.
Travel: Periodic in-person meetings in Nashville are required; travel expenses are not reimbursed.

Overview

Support the Tennessee Department of Health’s Perinatal and Infant Section with administrative, operational, and fiscal activities. This role coordinates meetings, travel, purchasing, contracts, invoices, records, reporting, and program support for multiple maternal and infant health initiatives.

Responsibilities

• Provide daily administrative, operational, and fiscal support for section staff.
• Coordinate schedules, meetings, trainings, travel arrangements, and logistics.
• Prepare meeting materials, take minutes, transcribe recordings, and maintain official records.
• Assist with contracts, purchase requests, budgets, grants, shipping, and fiscal tracking.
• Process invoices and payments in coordination with fiscal and contract teams.
• Draft correspondence, reports, presentations, and meeting documentation.
• Maintain organized electronic and physical filing systems.
• Handle confidential health and program information according to department policies.
• Support communications with community partners, advisory committees, and other stakeholders.

Qualifications

• Associate’s or Bachelor’s degree from an accredited college or university required.
• Administrative support, fiscal coordination, or program operations experience preferred.
• Strong experience with scheduling, travel coordination, purchasing, invoices, contracts, and meeting logistics.
• Experience taking meeting minutes, transcribing, maintaining records, and handling confidential information.
• Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, and virtual meeting platforms.
• Strong organization, attention to detail, time management, and written and verbal communication skills.
• Preferred: 2+ years of administrative, operational, or fiscal support experience within government or public health.

Benefits (Employee Contribution)

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Health Savings Account (HSA)
• Flexible Spending Account (FSA)
• Life Insurance
• Retirement Plan

We are an equal opportunity employer and consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other protected characteristic under applicable law.