Administrative Skills, File Maintenance, Grant Financials, Lesson Plans, Logistics, Organizational Skills, Printing, Project Planning, Project/Program Coordination, Psychiatry and Mental Health, Quality Management, Retail, Standard Operating Procedures (SOP), Sustainability, Time Management, Writing Skills
Job title: Administrative Services Assistant
Location:Nashville, Tennessee
Duration: 9+ Months
Description:
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 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 bachelor's degree is required. At least one year of experience providing administrative or fiscal support for grant-funded programs. Supervisory experience preferred