About this role
Job title: Administrative Services Assistant 3
Location: Nashville, TN
Duration: 12 months
Job Overview
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.
Please send your resumes to [email protected]