Administrative Assistant

Job Description

Job Description

Administrative Services Assistant Communications Program SupportImportant Job Details / Job Snapshot

Job Title: Administrative Assistant
Location: Nashville, Tennessee
Work Arrangement: Hybrid
Residency Requirement: Candidate must be a Tennessee resident at the time of hire
Onsite Requirement: Weekly in-person attendance in Nashville
First Day: In-person attendance required for laptop deployment and orientation
Number of Openings: 1
Employment Type: Contract
Estimated Start Date: November 16, 2026
Current Estimated End Date: June 30, 2027
Funding: Federally funded; renewable through September 30, 2027, subject to funding availability
Schedule: MondayFriday
Hours: 8:00 AM4:30 PM CST
Hours per Day: 7.5
Hours per Week: 37.5
Rate: $25
Application Deadline: October 16, 2026

Position Overview

We are seeking an Administrative Services Assistant to provide administrative, communications, outreach, and continuous-improvement support within a public-sector health and wellness program.

The position will assist with administrative responsibilities, internal communications, program outreach projects, process improvements, document preparation, SharePoint and database updates, social-media support, newsletter distribution, webpage and handout reviews, and continuous-quality-improvement activities.

The ideal candidate will be organized, detail-oriented, comfortable working independently, and proficient with Microsoft Office applications.

Required Education

• Associate degree.

Experience Requirement

• At least 1 year of increasingly responsible full-time professional staff administrative experience .

Relevant qualifying full-time subprofessional or paraprofessional experience may be considered as an education substitution where applicable.

Required Skills / Qualifications

• Strong administrative-support skills.

• Ability to prepare reports, forms, and project-related documents.

• Typing, word processing, and general office-support experience.

• Strong organizational skills.

• Strong attention to detail.

• Ability to work independently with minimal supervision.

• Effective written communication skills.

• Effective verbal communication skills.

• Ability to communicate professionally with:

  • Peers

  • Supervisors

  • Agency personnel

  • External contacts

• Working knowledge of Microsoft Office applications, including:

  • Microsoft Word

  • Excel

  • PowerPoint

  • Outlook

  • SharePoint

• Ability to maintain and update databases and shared information repositories.

• Ability to manage multiple administrative priorities.

• Ability to follow policies, procedures, rules, and regulatory requirements.

• Ability to work effectively in a hybrid environment.

• Must be a Tennessee resident at the time of hire.

• Must be able to report onsite in Nashville weekly.

Preferred Skills / Qualifications

The following skills are specifically identified as preferred:

• Experience with Canva .

• Experience with Adobe Creative Suite .

• Experience with similar creative-design applications.

• Experience with Allyant CommonLook .

• Experience with document-remediation software.

• Familiarity with ADA accessibility practices .

Additional relevant experience includes:

• Communications support

• Internal newsletters

• Social-media content support

• Document creation

• Public-sector administration

• Program outreach

• Continuous quality improvement

• Process improvement

• Website-content review

• Survey administration

• SharePoint content management

Key ResponsibilitiesAdministrative Support

• Prepare reports, forms, and other administrative documentation.

• Support project logistics and administrative activities.

• Perform typing, word-processing, and general office-support duties.

• Provide administrative support to program leadership.

• Maintain and update SharePoint, shared drives, databases, and other systems as assigned.

Communications Outreach

• Assist with creating and submitting social-media posts.

• Assist with compiling and distributing quarterly internal newsletters.

• Support program-outreach projects.

• Support internal-communications initiatives.

• Assist with the creation and print requisition of handouts and forms.

Content Review Accessibility

• Conduct semiannual reviews of relevant webpages and handouts.

• Identify and recommend updates to program materials.

• Support accessible-document practices.

• Assist with document remediation where applicable.

Continuous Quality Improvement

• Assist in surveying staff and program participants.

• Support development and implementation of process changes.

• Help identify opportunities for workflow and process improvement.

• Support continuous-quality-improvement activities.

Compliance

• Ensure administrative processes follow applicable state and federal:

  • Policies

  • Rules

  • Regulations

  • Program requirements

Work Arrangement

This is a hybrid position based in Nashville, Tennessee .

• Tennessee residency is required at the time of hire.

• Weekly in-person attendance is required.

• First-day onsite attendance is mandatory for orientation and laptop deployment.

• Travel to the Nashville office is not reimbursed.

• Remaining work may be performed remotely according to team and supervisor requirements.

Ideal Candidate

The ideal candidate is a highly organized administrative professional with experience supporting communications, program operations, document management, and office activities.

A particularly strong candidate will have experience using Microsoft Office and SharePoint , preparing documents and reports, assisting with internal communications, maintaining databases, supporting social-media or newsletter activities, and coordinating multiple administrative priorities.

Experience with Canva, Adobe Creative Suite, document accessibility, ADA compliance, CommonLook, communications support, or continuous-quality-improvement initiatives would make a candidate especially competitive.

The strongest candidate will be detail-oriented, dependable, comfortable working independently, and able to communicate effectively with both internal and external stakeholders.