Administrative Services Manager

Spectraforce Technologies; Nashville (TN); Hybrid; USD 70,000 - 95,000; Full time

Job summary

Spectraforce Technologies is seeking an Administrative Services Manager in Nashville, TN. You will oversee grant administration, budgeting, compliance, and reporting while coordinating with program leadership, fiscal teams, contracts, procurement, and external partners.

Hybrid work arrangement applies with 1 day onsite and 4 days remote. This contract-to-hire role focuses on accurate recordkeeping, audit readiness, and timely grant deliverables.

Qualifications

• Experience in administrative management, grant administration, program coordination, budgeting, accounting, or contract management.
• Ability to interpret funding requirements, policies, procedures, and compliance guidelines.
• Strong Microsoft Office skills (Excel, Word, Outlook, PowerPoint).
• Experience maintaining financial reports, tracking expenditures, and budget analysis.

Responsibilities

• Coordinate grant applications from initial funding opportunity review through final submission.
• Review grant requirements, submission guidelines, required documentation, and compliance expectations.
• Develop and maintain application timelines, tracking tools, and document management systems.
• Coordinate meetings with program teams and stakeholders to support application development.
• Track deliverables, deadlines, and outstanding action items.
• Assist with budget preparation, justification, and alignment with funding requirements.
• Compile application narratives, attachments, certifications, and supporting documentation.
• Review submissions for accuracy, completeness, formatting, and compliance prior to submission.
• Support grant award startup activities by reviewing award requirements, timelines, restrictions, and reporting obligations.
• Maintain documentation related to grant activities, approvals, and compliance requirements.
• Coordinate administrative processes related to contracts, procurement, travel, staffing updates, and approvals.
• Ensure program teams have the information needed to execute grant activities successfully.
• Maintain organized records and documentation for audit readiness.
• Monitor grant budgets, expenditures, and financial activity.
• Prepare monthly expenditure reports and budget projections.
• Review spending trends and identify potential budget concerns.
• Coordinate with fiscal partners to resolve discrepancies and support financial accuracy.
• Assist with tracking personnel costs, contracts, purchases, invoices, and other grant-related expenses.
• Maintain current budget documents, scopes of work, and supporting records.
• Maintain reporting calendars and track deadlines for required submissions.
• Coordinate preparation of programmatic and financial reports.
• Compile performance metrics, spending information, and supporting documentation.
• Submit required reports through appropriate systems and maintain submission records.
• Support responses to funding agency questions, revisions, and corrective actions.
• Assist with grant closeout activities, including final documentation and record retention.
• Serve as a coordination point between program leadership, finance, contracts, procurement, and compliance teams.
• Participate in meetings with internal teams and external partners.
• Prepare meeting materials, track action items, and ensure follow-up.
• Communicate project updates, risks, deadlines, and administrative requirements.
• Support leadership requests by compiling accurate reports and documentation.
• Draft correspondence, prepare administrative documents, and route approvals as needed.

Skills

Administrative management

Grant administration

Program coordination

Budgeting

Accounting

Contract management

Funding requirements interpretation

Microsoft Office

Excel

Word

Outlook

PowerPoint

Organizational skills

Communication

Cross-functional collaboration

Attention to detail

Independent work

Tools

Excel

Word

Outlook

PowerPoint

Job description

Job Title: Administrative Services Manager
Work Schedule: Hybrid (1 day onsite / 4 days remote)
Shift : 8:00 AM - 5 PM (Monday - Friday)
Duration: 12 months (Contract - to - hire)
Location: Nashville, Tennessee 37243

Job Summary

We are seeking an experienced Administrative Services Manager to support CEDEP and BGM by overseeing grant administration, operational coordination, budget monitoring, compliance activities, and reporting processes. This position manages administrative functions related to grant applications, award implementation, financial tracking, and program support.

The Administrative Services Manager serves as a key liaison between program leadership, fiscal teams, contracts, procurement, and external funding partners to ensure administrative processes are accurate, compliant, well documented, and completed within required timelines.

Key Responsibilities

Grant Administration & Application Coordination

• Coordinate grant applications from initial funding opportunity review through final submission.
• Review grant requirements, submission guidelines, required documentation, and compliance expectations.
• Develop and maintain application timelines, checklists, tracking tools, and document management systems.
• Coordinate meetings with program teams and stakeholders to support application development.
• Track deliverables, deadlines, and outstanding action items.
• Assist with budget preparation, justification, and alignment with funding requirements.
• Compile application narratives, attachments, certifications, and supporting documentation.
• Review submissions for accuracy, completeness, formatting, and compliance prior to submission.

Administrative Support & Award Management

• Support grant award startup activities by reviewing award requirements, timelines, restrictions, and reporting obligations.
• Maintain documentation related to grant activities, approvals, and compliance requirements.
• Coordinate administrative processes related to contracts, procurement, travel, staffing updates, and approvals.
• Ensure program teams have the information needed to execute grant activities successfully.
• Maintain organized records and documentation for audit readiness.

Budget Monitoring & Financial Coordination

• Monitor grant budgets, expenditures, and financial activity.
• Prepare monthly expenditure reports and budget projections.
• Review spending trends and identify potential budget concerns.
• Coordinate with fiscal partners to resolve discrepancies and support financial accuracy.
• Assist with tracking personnel costs, contracts, purchases, invoices, and other grant-related expenses.
• Maintain current budget documents, scopes of work, and supporting records.

Reporting & Compliance Management

• Maintain reporting calendars and track deadlines for required submissions.
• Coordinate preparation of programmatic and financial reports.
• Compile performance metrics, spending information, and supporting documentation.
• Submit required reports through appropriate systems and maintain submission records.
• Support responses to funding agency questions, revisions, and corrective actions.
• Assist with grant closeout activities, including final documentation and record retention.

Stakeholder Coordination & Communication

• Serve as a coordination point between program leadership, finance, contracts, procurement, and compliance teams.
• Participate in meetings with internal teams and external partners.
• Prepare meeting materials, track action items, and ensure follow-up.
• Communicate project updates, risks, deadlines, and administrative requirements.
• Support leadership requests by compiling accurate reports and documentation.
• Draft correspondence, prepare administrative documents, and route approvals as needed.

Qualifications & Skills

• Experience in administrative management, grant administration, program coordination, budgeting, accounting, or contract management.
• Experience interpreting funding requirements, policies, procedures, and compliance guidelines.
• Strong Microsoft Office skills, especially:
  • Excel
  • Word
  • Outlook
  • PowerPoint
• Experience maintaining financial reports, tracking expenditures, and analyzing budget information.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Ability to coordinate effectively with cross-functional teams.
• Strong attention to detail and ability to maintain accurate records.
• Ability to work independently and exercise sound judgment with minimal supervision.

Preferred Experience

• Experience supporting federal, state, or public sector grants.
• Knowledge of grant reporting, compliance requirements, and audit preparation.
• Experience working with procurement, contracts, and fiscal teams.
• Experience managing administrative operations in a healthcare, government, nonprofit, or research environment.