Graduate Administrative/Professional

Administrative Assistant
Location: Nashville, TN
Duration: 12 months (Hybrid)
Seeking for Administrative Assistant supporting day-to-day administrative operations related to project management, including invoice processing, documentation, and tracking of grant expenditures to ensure compliance with requirements.
Key Responsibilities:

Serve as the primary point of contact with Vendor and approved retail partners to coordinate the Gift Registry and ensure timely fulfillment.
Assist with continuous quality improvement (CQI): identify operational bottlenecks, propose fixes, and document process changes.
Monitor for equity considerations (e.g., rural delivery constraints, language access needs) and escalate barriers to the Program Director.
Support training logistics (virtual and in-person) for care coordinators and partners through registration, materials printing, and attendance tracking.
Contribute to project sustainability planning: capture lessons learned and assist with scaling SOPs statewide.
Develop and deliver monthly data reports and program updates, including preparing and presenting project information to stakeholders.
Prepare and distribute culturally responsive materials on safe sleep, urgent maternal warning signs, breastfeeding, and mental health resources in coordination with program staff.
Schedule and coordinate bi-weekly program meetings, vendor check-ins, and partner touchpoints; prepare agendas, minutes, and action logs.
Maintain organized project files (SharePoint or other systems) including approvals, receipts, shipping confirmations, SOPs, and meeting artifacts.
Draft memos, email templates, and participant-facing communications; ensure plain-language and accessible formatting.
Minimum Requirements:

Graduation from an accredited college or university with an associate or bachelor's degree is required.
At least one year of experience providing administrative or fiscal support for grant-funded programs.
Supervisory experience preferred.