Administrative Services Assistant [grant budget and expenditures]-

STI; Tennessee; Hybrid; USD 42,000 - 58,000; Full time

Job summary

The Tennessee Department of Health, Division of Family Health and Wellness, seeks an Administrative Services Assistant (ASA 3) in Nashville, TN, a hybrid role supporting the CDPHP program’s day-to-day administration and budget tracking.

Responsibilities include preparing reports, processing invoices, maintaining SharePoint and databases, and assisting with trainings and travel claims. Travel to Nashville is discretionary. This role is funded through federal grants and renewable through 6/30/2026.

Qualifications

• Associate’s degree with at least one year of admin experience.
• Experience with budgeting, purchasing, and expense processing preferred.
• Strong MS Office and SharePoint skills.
• Excellent written and verbal communication abilities.

Responsibilities

• Provide administrative support including reports, forms, purchase orders, travel authorizations, and expense requests.
• Submit and complete printing requests.
• Prepare contract documents including scope of services and budgets.
• Assist contract agencies with budget development.
• Process invoices to ensure timely vendor payment; maintain Excel Invoice spreadsheets.
• General office support including typing and word processing.
• Support scheduling, planning, and event development; order supplies; process travel claims and invoices.
• Assist with trainings and events, PH-3969 development, trainer coordination, and materials creation.
• Maintain SharePoint, shared drives, and other databases; respond to CDPHP inbox emails.
• Ensure adherence to public health policies, procedures, and legal records.
• Monitor sub-recipients’ grant budgets and expenditures; assist with budget revisions.

Skills

Communication

Attention to detail

Independent work

Team collaboration

Education

Associate's degree

Tools

Microsoft Office

SharePoint

Excel

Job description

Administrative Services Assistant[grant budget and expenditures]
Nashville, TN/hybrid
10+ months

Position Description & Responsibilities:

The Tennessee Department of Health, Division of Family Health and Wellness is currently accepting applications for Administrative Services Assistant (ASA 3). This position will be in the Chronic Disease Prevention and Health Promotion (CDPHP) Section. This ASA 3 position assists the Section Chief, Program Directors, and other program staff with the day-to-day administrative responsibilities of the CDPHP program, including coordination of special events and projects as required.

Duties include:

• Provide administrative support including preparation of reports, forms, and administrative tasks related to preparing purchase orders, travel authorizations, and expense requests.
• Submit and complete printing requests.
• Prepare contract documents including scope of services and budgets.
• Assist contract agencies with budget development.
• Process invoices to ensure timely vendor payment; and maintain Excel Invoice spreadsheets.
• Provide administrative duties including typing, word processing, and general office support.
• Provide support in scheduling, planning, and development; order supplies, and process travel claims and invoices.
• Assist in planning trainings and events by assisting with PH-3969 development, contacting trainers, coordinating meeting spaces, and creating training materials.
• Provide support to the CDPHP Program Director; maintain and update SharePoint, H: Drive, and other databases as assigned.
• Respond to section emails in the CDPHP inbox.
• Ensure that all administrative processes adhere to public health policies, procedures, and legal records.
• Monitor the sub-recipients grant budget and expenditures.
• Assist with checking sub-recipients’ budget and funding revisions.

Desirable Skills:

• Ability to communicate effectively both orally and in written communications.
• Must be detail-oriented and highly organized with the ability to work independently with minimal supervision.
• Must have the ability to work and communicate effectively with peers, superiors, subordinates, agency personnel.
• Must have working knowledge of Microsoft Office Programs (Word, Excel, PowerPoint, SharePoint, Outlook, etc.).

Minimum Qualifications:

Associate’s degree AND experience equivalent to one year of increasingly responsible full-time professional staff administrative experience.

Substitution of Experience for Education:Qualifying full-time increasingly responsible sub professional or paraprofessional.

This is a hybrid position with quarterly in-person attendance and discretionary in-person attendance in Nashville, TN. In-person attendance is required on first day of employment for laptop deployment and orientation. Travel to TN Dept of Health central office in Nashville is non-reimbursable.

This position is funded through federal grants, renewable through 6/30/2026 and is dependent on funding availability for additional renewal.