Administrative Services Assistant - Hybrid Nasville, TN

Novalink Solutions LLC; Nashville (TN); Hybrid; USD 40,000 - 55,000; Full time

Job summary

A state health department in Nashville is seeking an Administrative Services Assistant to manage financial tracking and provide essential administrative support to the Maternal Health Programs. Candidates must possess strong attention to detail and proven budgeting skills. The role is full-time, with a hybrid work model expected. This position may be renewable based on federal grant funding available.

Qualifications

• Proven experience in financial tracking and reporting.
• Ability to develop and maintain budgeting spreadsheets.
• Strong communication skills for coordinating with multiple stakeholders.

Responsibilities

• Process invoices and monitor program expenditures.
• Schedule and note internal meetings.
• Maintain accurate payment records and track budgets.

Skills

Financial Tracking

Budget Management

Microsoft Excel

Document Preparation

Detail-Oriented

Tools

Office tools

Job description

FT Contract | Novalink Solutions LLC | United States

Posted On 09/30/2025

Job Information

Actual Job Title: Administrative Services Assistant

Contract Duration: 10 months

Industry: State Gov't

Location: Nashville, Tennessee

Job Description

Position & Program Overview:

The Tennessee Department of Family Health and Wellness is seeking a dedicated and detail-oriented Administrative Services Assistant 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: Process invoices, monitor program expenditures, assist with budget revisions, and maintain monthly and annual spend-down reports.
• Develop and maintain budget tracking spreadsheets using Microsoft Excel and Office tools.
• Ensure payment records are accurate, up to date, and aligned with department policies.
• Schedule meetings for program directors and leadership.
• Take detailed notes during internal meetings and prepare summaries for distribution to field staff and senior leadership.
• Assist in the preparation and review of contractual paperwork.
• Coordinate with subrecipients and contract staff to ensure all documentation is complete and accurate.
• Provide general administrative support including record keeping, document preparation, and file management.
• Assist with printing and document preparation as needed.
• Support event planning and preparation for program-related meetings and activities.
• Prepare, package, and ship programmatic supplies as requested by the team.
• Act as a point of contact for external vendors and partners.
• Respond to inquiries, route information appropriately, and facilitate clear communication within the agency and with external stakeholders.
• Must be available to report to the office to assist with administrative tasks at the request of a supervisor.
• Support the Maternal Mortality Review Program by requesting and organizing medical records and other necessary documentation from healthcare providers and relevant agencies.
• 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 non-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.