LanceSoft Inc is hiring: Administrative Assistant in Nashville

Title: Administrative Services Assistant

Shift Timings: Mon – Fri – 8am – 4:30pm CST

Duration: 11/03/2025 - 06/30/2026

Location: 710 James Robertson Parkway 7th Floor Andrew Johnson Tower, Nashville, TN, 37243

Position: Hybrid

• This position is hybrid with in-office attendance expected at central office in Nashville, TN at supervisor discretion. Travel to central office is no-reimbursable.
• Position is 37.5 hours per week, Monday-Friday from 8AM to 4:30PM.
• Position is renewable annually, dependent on funding availability.
• Position is funded with Family Planning Administration (HHS) and Maternal Health Innovation Program (HRSA) Federal grant funding.

Job Description:

Position & Program Overview:

The Tennessee Department of Family Health and Wellness is seeking a dedicated and detail-oriented Administrative Services Assistant 4 to support the Maternal Health Programs. This full-time position plays a key role in administrative, financial, and operational support to ensure effective program execution and communication between the department, subrecipients, and external partners.

Key Responsibilities:

Financial Tracking & Reporting

• Process invoices, monitor program expenditures, assist with budget revisions, and maintain monthly and annual spend-down reports.
• Develop and maintain budget tracking spreadsheets using Microsoft Excel and Office tools.
• Ensure payment records are accurate, up to date, and aligned with department policies.

Meeting Coordination & Documentation

• Schedule meetings for program directors and leadership.
• Take detailed notes during internal meetings and prepare summaries for distribution to field staff and senior leadership.

Contractual & Administrative Support

• Assist in the preparation and review of contractual paperwork.
• Coordinate with subrecipients and contract staff to ensure all documentation is complete and accurate.
• Provide general administrative support including record keeping, document preparation, and file management.
• Assist with printing and document preparation as needed.

Event & Supply Coordination

• Support event planning and preparation for program-related meetings and activities.
• Prepare, package, and ship programmatic supplies as requested by the team.

Communication & Liaison Functions

• Act as a point of contact for external vendors and partners.
• Respond to inquiries, route information appropriately, and facilitate clear communication within the agency and with external stakeholders.

On-Site Support

• Must be available to report to the office to assist with administrative tasks at the request of a supervisor.

Record Requests

• Support the Maternal Mortality Review Program by requesting and organizing medical records and other necessary documentation from healthcare providers and relevant agencies.
• Maintain detailed logs of medical record requests, follow-up communications, and receipt status to ensure timely collection.