Job Description

Title: Administrative Services Assistant

Location: Nashville, TN – (7.5hrs Daily) – Hybrid role

Duration: 8 Months – W2/ C2C

Position Overview

The selected candidate will provide administrative and project support to the Communications and Continuous Quality Improvement (CQI) Manager, contributing to program outreach, internal communications, process improvement initiatives, and daily administrative operations. This role involves preparing documents and reports, maintaining databases and SharePoint resources, supporting social media communications, coordinating newsletter distribution, and assisting with continuous quality improvement activities.

The ideal candidate will possess strong organizational, written communication, and administrative skills, along with proficiency in Microsoft Office applications and the ability to work independently while collaborating effectively with internal and external stakeholders.

Key Responsibilities

• Administrative Support: Prepare reports, forms, correspondence, and other administrative documents while coordinating project logistics and providing general office support.
• Document Preparation: Assist with the development, formatting, printing, and submission of handouts, forms, and program-related materials.
• Database and File Management: Maintain and update SharePoint sites, H: Drive files, databases, and other information management systems as assigned.
• Communications Support: Assist the Communications and CQI Manager with internal communications, outreach initiatives, and the preparation and submission of social media content.
• Newsletter Coordination: Support the preparation, compilation, and distribution of quarterly internal newsletters.
• Content Review and Updates: Conduct semiannual reviews of relevant webpages and handouts, identify outdated information, and recommend appropriate updates.
• Continuous Quality Improvement: Assist with staff and program participant surveys, compile feedback, and support the development and implementation of process improvements.
• Policy and Compliance: Ensure administrative activities and documentation comply with applicable state and federal policies, rules, regulations, and procedures.
• General Office Operations: Perform typing, word processing, document organization, and other administrative duties to support the efficient operation of the program.

Minimum Qualifications

• Associate degree and experience equivalent to one year of increasingly responsible, full-time professional staff administrative experience.
• Qualifying full-time experience in increasingly responsible subprofessional or paraprofessional roles may be substituted for education, in accordance with applicable state requirements.

Preferred Qualifications and Skills

• Strong written and verbal communication skills, including the ability to prepare clear, accurate, and professional documents.
• Excellent organizational skills and attention to detail, with the ability to manage multiple tasks and meet deadlines.
• Ability to work independently with minimal supervision and collaborate effectively with colleagues, supervisors, agency personnel, and external stakeholders.
• Working knowledge of Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and SharePoint.
• Experience with creative design and content development tools such as Canva, Adobe Creative Suite, or similar applications.
• Familiarity with document remediation tools such as Allyant CommonLook and with accessibility standards and practices, including ADA accessibility requirements.
• Experience supporting communications, administrative operations, document management, surveys, or continuous quality improvement initiatives is an advantage.