Administrative Services Assistant

Administrative Services Assistant 3

Location: Nashville, TN Duration: 12 months

This position will support day-to-day office operations, fiscal and grant administration, travel coordination, scheduling, documentation, communications, and program implementation activities. The ideal candidate will be highly organized, detail-oriented, and comfortable coordinating with multiple stakeholders.

Key Responsibilities

• Monitor, purchase, and receive office supplies in accordance with state policies, procedures, and documentation requirements.
• Provide administrative support to the Fiscal and Grants Manager with contracts, invoices, and related documentation.
• Communicate with contracted agencies regarding administrative and contractual matters.
• Assist with annual accrual audits and maintain well-organized fiscal and administrative files.
• Coordinate travel arrangements for ORCO staff, including out-of-state travel in compliance with state travel regulations and accurate accounting codes.
• Lead scheduling efforts for the office, including coordinating meetings with multiple stakeholders.
• Arrange meeting technology and support, including conference lines and web-based video services.
• Attend meetings, take notes, and maintain accurate meeting documentation.
• Maintain office files and ensure work products and documentation are organized, accessible, and up to date.
• Support program implementation activities across state public health regions where ORCO operates.
• Coordinate social media releases, website updates and maintenance, and flyer production in collaboration with the ORCO team and partners.
• Perform other administrative duties and provide general operational support as needed.

Minimum Qualifications

Education & Experience

Option 1:

• Bachelor's degree from an accredited college or university; and Three years of increasingly responsible, full-time professional administrative experience.

Education/Experience Substitutions:

• Qualifying full-time subprofessional, paraprofessional, or professional experience may substitute for the required education on a year-for-year basis, up to four years.
• Additional graduate coursework in public administration, business administration, or another acceptable field may substitute for required experience on a year-for-year basis, up to two years.

OR

Option 2:

• Two years of increasingly responsible professional administrative services experience with the State of Tennessee.

Preferred Skills

• Strong administrative and organizational skills.
• Experience supporting contracts, invoices, grants, or fiscal documentation.
• Experience coordinating meetings, schedules, and travel.
• Strong written and verbal communication skills.
• Ability to work effectively with multiple stakeholders and external partners.
• Strong attention to detail and documentation management.
• Proficiency with Microsoft Office and web-based meeting platforms.
• Experience supporting public-sector, government, or healthcare/public health programs is a plus.
• Ability to manage multiple priorities and meet deadlines with minimal supervision.