Administrative Service Assistant

STI; Nashville (TN); On-site; USD 42,000 - 65,000; Full time

Job summary

STI in Nashville, TN seeks a Vaccine Operations Assistant to support the Vaccine Ordering Manager with administrative tasks and data entry. The role involves liaison work with staff, providers, and public agencies, and participation in CDC calls to stay current with program updates.

The position requires a bachelor’s degree with potential substitution by related experience; familiarity with VOMs 2.0 and MS Office is beneficial for daily operations.

Qualifications

• Educational requirement: bachelor's degree; substitution allowed with equivalent experience.
• Subprofessional or paraprofessional experience may substitute for education up to four years.
• Experience in vaccine programs or government procurement is a plus.

Responsibilities

• Assist the Vaccine Ordering Manager with administrative detail.
• Serve as liaison between manager, staff, providers, and agencies.
• Attend CDC calls and webinars for updates.
• Manage inventory and utilization of the VOMs 2.0 ordering system.
• Prepare routine and non-routine correspondence and minutes as needed.
• Operate standard office equipment and support ServiceNOW triage.

Education

Bachelor's degree

Tools

Microsoft Office

Word

Excel

Job description

Responsibilities

Under general supervision, this employee is responsible for professional staff work of routine through average difficulty in assisting the Vaccine Ordering Manager with administrative detail; The Vaccine Operations team manages the enrollment, inventory management and procurement, and quality assurance / compliance for all federally funded vaccine programs. The ASA would be generally responsible but not limited to the following:

• Performs related work as requested by the Vaccine Ordering Manager
• Routinely acts as liaison between the Vaccine Ordering Manager and departmental staff, and other providers and agencies, local and federal agencies, and community organizations and groups as needed
• Attends CDC calls and webinars as needed to gain information and updates for the team
• Routinely handles complaints and requests from program providers around inventory management and utilization of the VOMs 2.0 ordering system
• Educates and trains other staff as needed for any new employees, providers, or at any event VPDIP sponsors
• Handles routine correspondence including composition of replies and routes to the appropriate operating division for reply
• Prepares non-routine correspondence as requested
• Assembles information for speeches, staff meetings, and other purposes as needed
• May take minutes at staff meetings
• Operates standard office machines and equipment as necessary
• Management and triage of the ServiceNOW platform where providers can request assistance through a ticket based dashboard
• Support of VtrkS functionality and reporting
• Strong skills within Microsoft Office, Word, and Excel
• Additional Vaccine Operations support as needed

Education and Experience: Graduation from an accredited college or university with a bachelor's degree; qualifying full- time increasingly responsible sub-professional experience or paraprofessional or professional experience may be substituted for the required education, on a year-for-year basis, to a maximum of four years.