Administrative Services Assistant

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.

Background Verification

Minimum Verification Requirements

Please complete the following verification with Accurate / InfoCubic upon candidate's selection.

TN Combined Counties & Statewide Search

• Address History Locator
• National Criminal Record Search
• Sex Offender Registry
• Criminal County & Statewide Search - 7 year search, based on residential address history
• Criminal Federal Search - 7 year search, based on residential address history
• Global Watch
• AKAs - Search current name and all additional names

Please review the comments section of this requisition for any additional background check requirements.

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Qualification

Required