Administrative Services Assistant

Administrative Services Assistant 4

Division:
Family Health and Wellness – Perinatal & Infant Section

Location:

Nashville, TN (Hybrid)

Duration: 07/20/2026 – 06/30/2027

Hours:

Monday – Friday, 8:00 AM – 4:30 PM CST (37.5 hours/week)

Hybrid work schedule.

New hires must report onsite for onboarding.

Periodic in-person meetings are required.

Travel to the Nashville office will not be reimbursed

The Tennessee Department of Health is seeking an Administrative Services Assistant 4 to provide administrative, operational, and fiscal support for multiple public health programs within the Division of Family Health and Wellness. This position plays a key role in coordinating meetings, grants, contracts, travel, purchasing activities, and stakeholder communications while ensuring compliance with state and federal requirements.

The ideal candidate will have strong organizational skills, experience supporting program operations, and the ability to manage multiple priorities in a fast-paced environment.

Provide comprehensive administrative support to the Perinatal and Infant Section.

Coordinate schedules, meetings, trainings, and travel arrangements for staff and partners.

Support program operations across multiple public health initiatives.

Prepare correspondence, reports, presentations, and meeting materials.

Schedule and coordinate advisory committee, collaborative, and stakeholder meetings.

Prepare agendas and meeting packets.

Record, transcribe, and distribute meeting minutes.

Maintain meeting records and documentation.

Assist with contracts, grants, invoices, budgets, and purchase requests.

Track grant-related expenditures and activities.

Coordinate invoice processing and payments with fiscal and contract management teams.

Maintain financial and administrative records in compliance with state and federal regulations.

Organize and maintain electronic and hard-copy filing systems.

Ensure accurate recordkeeping and document management.

Handle confidential information in accordance with TDH policies and procedures.

Support communication with community partners, contractors, vendors, and program stakeholders.

Assist with outreach and coordination activities for public health initiatives.

Associate's Degree or Bachelor's Degree from an accredited college or university.

Strong administrative, organizational, and communication skills.

Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

Ability to manage multiple projects and deadlines simultaneously.

Experience maintaining confidential information and records.

2+ years of experience providing administrative, operational, fiscal, or program support.

Experience with meeting coordination, travel arrangements, and event logistics.

Experience processing invoices, purchase requests, budgets, or grants.

Experience working with government agencies, healthcare organizations, public health programs, or nonprofit organizations.