Administrative Services Assistant

Spectraforce Technologies; Nashville (TN); On-site; USD 36,000 - 54,000; Full time

Job summary

Spectraforce Technologies in Nashville seeks an Administrative Services Assistant to support the Enhanced Care Coordination in Maternity Care Deserts Project. The role covers project operations, invoice processing, documentation, grant expenditure tracking, and coordination to ensure compliance with state and federal requirements.

Hybrid work with on-site onboarding and quarterly in-person meetings. Standard hours are Monday–Friday, 8:00 AM–4:30 PM CST, totaling 37.5 hours per week.

Qualifications

• Associate's or Bachelor's degree from an accredited college or university.
• Minimum of one year of experience providing administrative or fiscal support for grant-funded programs.
• Supervisory experience is preferred.

Responsibilities

• Schedule and coordinate bi-weekly program meetings and vendor touchpoints.
• Prepare meeting agendas, minutes, and action logs.
• Maintain project files and documentation in SharePoint and other TDH-approved systems.
• Draft memos and communications for participants using accessible formatting.

Skills

Administrative support

Project coordination

Fiscal documentation

Communication skills

Education

Associate's or Bachelor's degree

Tools

SharePoint

Microsoft Office Suite

Job description

Position Title

Administrative Services Assistant

Duration

9 months (Up to 5 Years)

Location

Nashville, Tennessee

Work Environment

• Hybrid work schedule.
• In-person attendance is required on the first day at the Nashville Central Office for laptop deployment and orientation.
• Travel to the central office for initial onboarding is non-reimbursable.
• Quarterly in-person attendance in Nashville is required for division meetings.
• Standard work schedule is Monday-Friday, 8:00 AM-4:30 PM CST, totalling 37.5 hours per week.

Position Summary

Under general supervision, the Administrative Assistant 3 provides administrative and fiscal support for the Enhanced Care Coordination in Maternity Care Deserts Project. This role supports day-to-day project operations, including project management, invoice processing, documentation, grant expenditure tracking, and administrative coordination to ensure compliance with state and federal requirements.

Key Responsibilities

• Schedule and coordinate bi-weekly program meetings, vendor check-ins, and partner touchpoints.
• Prepare meeting agendas, minutes, and action logs.
• Maintain organized project files in SharePoint or other TDH-approved systems, including approvals, receipts, shipping confirmations, SOPs, and meeting documentation.
• Draft memos, email templates, and participant-facing communications using plain language and accessible formatting.

Fiscal & Grant Support

• Process invoices and maintain fiscal documentation.
• Track grant expenditures and ensure compliance with state and federal grant requirements.
• Provide administrative support for project management activities.

  Vendor & Partner Coordination

  • Serve as the primary point of contact with Walmart and approved retail partners to coordinate the Welcome Home Gift Registry.
  • Ensure timely fulfillment and documentation of participant orders.
  • Coordinate communications with vendors and community partners.

  Program Support & Quality Improvement

  • Support Continuous Quality Improvement (CQI) efforts by identifying operational bottlenecks, recommending process improvements, and documenting workflow changes.
  • Monitor equity considerations, including rural delivery challenges and language access needs, and elevate identified barriers to the Program Director.
  • Contribute to sustainability planning by documenting lessons learned and assisting with the development and scaling of statewide Standard Operating Procedures (SOPs).

  Training & Communications

  • Coordinate logistics for virtual and in-person trainings, including registration, material preparation, and attendance tracking.
  • Prepare and distribute culturally responsive educational materials related to:
    • Safe sleep
    • Urgent maternal warning signs
    • Breastfeeding
    • Mental health resources
  • Develop and deliver monthly data reports and program updates.
  • Prepare and present project information to internal and external stakeholders.

  Minimum Qualifications

  • Associate's or Bachelor's degree from an accredited college or university.
  • Minimum of one (1) year of experience providing administrative or fiscal support for grant-funded programs.
  • Supervisory experience is preferred.

  Preferred Qualifications

  • Experience supporting public health or grant-funded initiatives.
  • Strong organizational, communication, and project coordination skills.
  • Experience with SharePoint, Microsoft Office Suite, and fiscal documentation.
  • Ability to manage multiple priorities while maintaining attention to detail.
  • Experience preparing reports and presenting information to stakeholders.