Administrative Services Manager

Tennessee Donor Services; Nashville (TN); On-site; USD 70,000 - 95,000; Full time

Benefits offered by this job

PTO 186 hours

Sick time 72 hours

Medical plans PPO/HDHP

Dental and Vision coverage

403(b) plan with matching

Life/AD&D and long-term disability

Wellness program

Insurance discounts

Cell phone discounts

Job summary

Tennessee Donor Services is seeking an Administrative Services Manager in Nashville to partner with senior leadership and align admin functions with strategic goals. This onsite role drives cross‑department coordination, HR support, safety records, and vendor relationships while leading a high‑performing administrative team.

The ideal candidate brings a bachelor’s degree and 5+ years of admin experience, plus a valid driver’s license and ability to pass MVR checks.

Qualifications

• Bachelor’s degree in related field.
• 5+ years of related administrative experience.
• Valid Driver’s license with ability to pass MVR underwriting requirements.

Responsibilities

• Provides executive level support to management; coordinates meetings, travel, minutes, and expenses.
• Acts as liaison between departments; supports accreditation site surveys and inspections.
• Facilitates timely internal communications and invoices; coordinates vendor relationships.
• Standardizes admin practices; serves as onsite liaison for building upkeep vendors.
• Manages administrative staff performance; hires, trains, and develops staff.
• Conducts new hire orientation and supports HR on employee matters.
• Maintains safety records; coordinates emergencies and security-related tasks.
• Manages fleet vehicle program and coordinates maintenance with Accounting.
• Models company values and supports DCIDS Quality Department.
• Performs other duties as assigned.

Education

Bachelor’s degree in related field

Job description

Tennessee Donor Services (TDS) is looking for a dynamic and enthusiastic team member to join us to save lives!! Our mission at TDS is to save lives through organ and tissue donation and we want professionals on our team that will embrace this important work!! We are currently searching for an Administrative Services Manager based in our Nashville, Tennessee office. This onsite role will serve as a trusted business partner to senior leadership and ensure administrative functions align with organizational goals and operational priorities.

COMPANY OVERVIEW AND MISSION

For over four decades, DCI Donor Services has been a leader in working to end the transplant waiting list. Our unique approach to service allows for nationwide donation, transplantation, and distribution of organs and tissues while maintaining close ties to our local communities.

DCI Donor Services operates two organ procurement/tissue recovery organizations: Sierra Donor Services and Tennessee Donor Services. We also maximize the gift of life through the DCI Donor Services Tissue Bank and Sierra Donor Services Eye Bank.

Our performance is measured by the way we serve donor families and recipients. To be successful in this endeavour is our ultimate mission. By mobilizing the power of people and the potential of technology, we are honored to extend the reach of each donor’s gift and share the importance of the gift of life.

Key responsibilities this position will perform include:

1. Provides executive level support to management. Prepares correspondence, makes travel arrangements, and compiles expense reports. Schedules meetings. Records and distributes minutes as directed. Screens phone calls. Routes incoming mail as necessary. Assists in coordination of key projects or initiatives and other duties as assigned.
2. Serves as liaison between departments to ensure timely completion of sensitive information requests, meeting and event planning, new employee orientation, and communication of company news to appropriate staff. Assists with meeting preparation between departments. Assist in preparations for re-accreditation site surveys, site inspections, and other related surveys and inspections.
3. Ensures timely responses to communications between departments by utilizing available communication resources such as phone, mail, fax, e-mail, texting platforms, and instant messaging. Submits invoices to Accounting as appropriate – and works with Purchasing to establish new vendor relationships.
4. Standardizes administrative practices, processes and tools between departments and fosters collaboration among administrative staff. Acts an onsite liaison for building upkeep vendors.
5. Manages administrative staff performance. Ensures administrative staff represents the company in positive and professional manner. Ensures high performing support team in place by managing performance of staff supervised. Utilizes available performance measurement tools to manage performance such as observations, performance evaluations, monthly rounding, etc. Responsible for hiring, training, and development of new department staff.
6. Conducts new hire orientation. Assists Human Resources as necessary to obtain completed new hire forms for new employees at the location. Collaborates with Human Resources by reporting all employee concerns and advises all employees to contact the DCIDS Human Resources team directly.
7. Responsible for maintenance of safety and accident records. Reports all work related injuries and assists with employee correspondence. Participates in emergent situations as necessary – such as coordinating maintenance requests or responding to security alarms.
8. Manage the company fleet vehicle program. Coordinate with Accounting the delivery and pickup of vehicles. Coordinate vehicle maintenance as needed.
9. Acts as a role model for DCIDS and the DCIDS Quality Department by supporting, reinforcing, and exhibiting behaviors consistent with the DCIDS core values, which are: selfless, hardworking, passionate, and dependable.
10. Performs other duties as assigned.

The ideal candidate will have:

• Bachelor’s degree in related field
• 5+ years of related administrative experience
• Valid Driver’s license with ability to pass MVR underwriting requirements

We offer a competitive compensation package including:

• Up to 186 hours of PTO your first year
• Up to 72 hours of Sick Time your first year
• Two Medical Plans (your choice of a PPO or HDHP), Dental, and Vision Coverage
• 403(b) plan with matching contribution
• Company provided term life, AD&D, and long-term disability insurance
• Wellness Program
• Supplemental insurance benefits such as accident coverage and short-term disability
• Discounts on home/auto/renter/pet insurance
• Cell phone discounts through Verizon

New employees must have their first dose of the COVID-19 vaccine by their potential start date or be able to supply proof of vaccination.

DCIDS is an EOE/AA employer – M/F/Vet/Disability.