Administrative Services Assistant - Nashville, TN/Hybrid

STI

Nashville, TN

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JOB DETAILS

SKILLS

Administrative Skills, Business Continuity Planning (BCP), Catering Services, Communication Skills, Cross-Functional, Detail Oriented, Documentation, Establish Priorities, Funding, Health Department, High School Diploma, Laptop PC, Logistics Management, Mail Processing, Meeting Minutes, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Operations, Operations Management, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Problem Solving Skills, Project/Program Coordination, Project/Program Management, Reporting Skills, Systems Maintenance, Time Management, Training/Teaching, Travel Planning, Willing to Travel, Writing Skills

LOCATION

Nashville, TN

POSTED

3 days ago

Administrative Services Assistant
Nashville, TN/Hybrid
10+ Months

Tennessee Department of Health (TDH), Division of Family Health and Wellness, is hiring an Administrative Services Assistant 2 to work within the Maternal Health Section.

Job Type: Full time (37.5hrs per week)

Location:
Nashville, TN (Hybrid). First day attendance required in person for laptop deployment and orientation in Nashville, TN. Travel to TDH central office in Nashville is non-reimbursable.

Job Purpose:
The Tennessee Department of Health seeks a detail-oriented Administrative Assistant for the Maternal Health Section. This position will provide essential administrative support to the Section's program directors and their teams, ensuring smooth daily operations and effective communication within and outside the program.

Key Responsibilities:
• Scheduling and Coordination:
o Coordinate meetings, appointments, and events for program directors.
o Help organize and optimize schedules to enhance productivity and efficiency.
o Help with arranging travel and accommodations.
o Create and distribute meeting agendas and supporting documents promptly.
• Communication and Liaison:
o Serve as an additional point of contact for internal and external inquiries.
o Facilitate communication between program staff, partners, and external contacts.
o Draft and distribute correspondence, emails, and memos on behalf of the program directors.
o Develop and maintain a comprehensive contact list of partners, and other key contacts, ensuring it is up-to-date and accessible.
• Administrative Support:
o Assist in preparing reports, presentations, and documentation.
o Maintain organized filing systems for program-related documents.
o Handle routine administrative tasks as instructed by program directors.
o Conduct regular check-ins to ascertain weekly priorities and project statuses.
o Assist with vendor contracts.
o Scan physical documents into digital format.
• Support During Absences:
o Provide backup support for key administrative tasks during staff absences.
o Ensure continuity of operations during temporary vacancies.
• Special Projects and Initiatives:
o Assist in the coordination of special projects and events as assigned.
o Collaborate with other administrative staff to support cross-functional initiatives.
o Organize and prioritize tasks to support efficient workflow and project management.
o Take detailed meeting notes and facilitate post-meeting information sharing.
o Communicate upcoming due dates and deadlines.
o Coordinate catering and manage logistics for in-person meetings.

Qualifications and Skills:
• Proven experience in administrative support roles, preferably in a fast-paced environment.
• Strong organizational and time management skills with the ability to prioritize tasks.
• Excellent communication skills, both written and verbal.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and scheduling software.
• Ability to handle confidential information with discretion.
• Attention to detail and problem-solving skills.
• Flexibility and adaptability to changing priorities and situations.

Minimum Requirements:
- High school diploma/GED required; additional qualifications in Office Administration or related field preferred.
- Previous experience in a similar role is advantageous.

Position is funded with Federal (SRAE) grant funding and is renewable through 6/30/2026 pending funding availability.

Administrative Services Assistant - Nashville, TN/Hybrid

STI

Nashville, TN

About the Company

STI

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