Administrative Services Assistant

Requisition ID 64925 Requisition Name Administrative Services Assistant Customer TN DOH Quantity Requested 1 Description Position & Program Overview: The Tennessee Department of Family Health and Wellness is seeking a dedicated and detail-oriented Administrative Services Assistant 4 to support the Maternal Health Programs. This full-time position plays a key role in administrative, financial, and operational support to ensure effective program execution and communication between the department, subrecipients, and external partners. Key Responsibilities: • Financial Tracking & Reporting o Process invoices, monitor program expenditures, assist with budget revisions, and maintain monthly and annual spend-down reports. o Develop and maintain budget tracking spreadsheets using Microsoft Excel and Office tools. o Ensure payment records are accurate, up to date, and aligned with department policies. • Meeting Coordination & Documentation o Schedule meetings for program directors and leadership. o Take detailed notes during internal meetings and prepare summaries for distribution to field staff and senior leadership. • Contractual & Administrative Support o Assist in the preparation and review of contractual paperwork. o Coordinate with subrecipients and contract staff to ensure all documentation is complete and accurate. o Provide general administrative support including record keeping, document preparation, and file management. o Assist with printing and document preparation as needed. • Event & Supply Coordination o Support event planning and preparation for program-related meetings and activities. o Prepare, package, and ship programmatic supplies as requested by the team. • Communication & Liaison Functions o Act as a point of contact for external vendors and partners. o Respond to inquiries, route information appropriately, and facilitate clear communication within the agency and with external stakeholders. • On-Site Support o Must be available to report to the office to assist with administrative tasks at the request of a supervisor. • Record Requests o Support the Maternal Mortality Review Program by requesting and organizing medical records and other necessary documentation from healthcare providers and relevant agencies. o Maintain detailed logs of medical record requests, follow-up communications, and receipt status to ensure timely collection. This position is hybrid with in-office attendance expected at central office in Nashville, TN at supervisor discretion. Travel to central office is no-reimbursable. Position is 37.5 hours per week, Monday-Friday from 8AM to 4:30PM. Position is renewable annually, dependent on funding availability. Position is funded with Family Planning Administration (HHS) and Maternal Health Innovation Program (HRSA) Federal grant funding. Estimated Duration 11/03/2025 - 06/30/2026 Schedule Days Monday Yes Tuesday Yes Wednesday Yes Thursday Yes Friday Yes Saturday No Sunday No Hours/Day 7.5 Time Zone CST   Shifts Start Time   End Time   Description   Active   Shift 1 8:00 AM   4:30 PM   Regular Shift   Yes Location Position Location - Hybrid Address 710 James Robertson Parkway 7th Floor Andrew Johnson Tower Nashville, Tennessee 37243 Qualifications   Type   Category   Qualification   Description   Competency   Required  

Created: 2025-10-02