Administrative Assistant Job at Software Technology Inc. in Nashville

Client 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.
• Schedule meetings for program directors and leadership.
• Take detailed notes during internal meetings and prepare summaries for distribution to field staff and senior leadership.
• 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.
• Support event planning and preparation for program-related meetings and activities.
• Prepare, package, and ship programmatic supplies as requested by the team.
• 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.
• 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

Seniority level

• Mid-Senior level

Employment type

• Contract

Job function

• Administrative