Administrative Services Assistant

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