Administrative Services Manager

Administrative Services Manager

Under general supervision, the contract Administrative Assistant 4 position provides advanced administrative and fiscal support for Maternal and Child Health grants funded through the Rural Health Transformation Program. This position serves as the lead administrative role for the HRP MCH grant portfolio and supervises an Administrative Assistant 3.

Distinguishing Features: This position provides lead-level administrative and fiscal support for a complex, multi-grant portfolio and supervises lower-level administrative staff.

Key Responsibilities:

• Serve as lead administrative and fiscal support for HRP-funded Maternal and child Health grants.
• Track grant budgets, invoices, and spend-downs to support fiscal accountability and sustainability.
• Review and process invoices and supporting documentation for compliance prior to submission.
• Coordinate with fiscal and contracts staff to resolve discrepancies and ensure timely payments.
• Supervise and support an Administrative Assistant 3, including training, task assignment, and quality review.
• Maintain grant documentation and records in compliance with TDH, HRSA, and CMS requirements.
• Support program directors with reporting, scheduling, and administrative coordination.

Minimum Requirements: Graduation from an accredited college or university with an associate's or bachelor’s degree is required. At least two years of experience providing administrative or fiscal support for grant-funded programs. Supervisory experience preferred.

Work Environment: This is a hybrid position with in-person attendance in Nashville central office required on first day for laptop deployment and orientation. Travel to central office is non-reimbursable. In-person attendance required quarterly for division meetings in Nashville. Position is renewable annually on 6/30, pending funding availability. Typical working hours are Monday - Friday, 8AM to 4:30PM CST. Position is 37.5 hours per week, reflective of state work week. This position is funded with the Rural Health Transformation grant which is renewable through Oct. 30, 2030.