Administrative Services Assistant

Administrative Services Assistant 66108The Tennessee Department of Health is seeking an Administrative Services Assistant to provide administrative, operational, and fiscal support for the Perinatal and Infant Section within the Division of Family Health and Wellness. This role supports multiple public health programs, including the Fetal and Infant Mortality Reduction Program, Child Fatality Review Program, Perinatal Regionalization, Perinatal Telehealth, and Rural Fetal and Infant Health Initiative (RFIHI).The ideal candidate will have experience in administrative coordination, fiscal support, documentation management, meeting coordination, purchasing, contract support, and working with internal teams, contractors, and community partners.Key ResponsibilitiesProvide administrative and operational support for the Perinatal and Infant Section.Coordinate meetings, trainings, schedules, and travel arrangements for staff and external partners.Support advisory committees and collaborative meetings by: Scheduling meetingsPreparing agendas and materialsRecording/transcribing meeting notesMaintaining meeting minutes and documentationAssist with: ContractsInvoicesBudgetsPurchase requestsPurchasing and shipping activitiesGrant tracking and reportingMaintain accurate fiscal and administrative records in compliance with state and federal requirements.Coordinate invoice processing and payment activities with fiscal and contract teams.Prepare professional documents including: ReportsCorrespondencePresentationsMeeting documentationMaintain organized electronic and physical files.Support stakeholder communications and community partnership activities.Handle confidential information according to TN DOH policies and procedures.Assist with special projects and additional administrative assignments as needed.Required QualificationsAssociate degree or Bachelor’s degree from an accredited college or university required.Minimum of 2 years of experience in: Administrative supportOperations coordinationFiscal supportProgram supportDocumentation managementPreferred SkillsExperience supporting government or public health programs.Strong organizational and time-management skills.Experience coordinating meetings, trainings, and schedules.Knowledge of purchasing processes, invoices, budgets, and contracts.Experience maintaining compliance documentation.Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).Strong written and verbal communication skills.Ability to manage confidential information.