Job title: Administrative Services Assistant

Location: Nashville, Tennessee   

Duration: 1 month                               

Description:

• Key Responsibilities: 
• Serve as primary point of contact with Walmart and any approved retail partners to coordinate the Welcome Home Gift Registry and ensure timely fulfillment. 
• Assist with continuous quality improvement (CQI): identify operational bottlenecks, propose fixes, and document process changes. 
• Monitor for equity considerations (e.g., rural delivery constraints, language access needs) and escalate barriers to the Program Director. 
• Support training logistics (virtual and in-person) for care coordinators and partners through registration, materials printing, and attendance tracking.  
• Contribute to project sustainability planning: capture lessons learned and assist with scaling SOPs statewide. 
• Develop and deliver monthly data reports and program updates, including preparing and presenting project information to stakeholders. 
• Prepare and distribute culturally responsive materials on safe sleep, urgent maternal warning signs, breastfeeding, and mental health resources in coordination with program staff. 
• Schedule and coordinate bi-weekly program meetings, vendor check-ins, and partner touchpoints; prepare agendas, minutes, and action logs.  
• Maintain organized project files (SharePoint or other TDH systems) including approvals, receipts, shipping confirmations, SOPs, and meeting artifacts.  
• Draft memos, email templates, and participant-facing communications; ensure plain-language and accessible formatting. 
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• Minimum Requirements:  
• Graduation from an accredited college or university with an associate or bachelor’s degree is required. At least one year of experience providing administrative or fiscal support for grant-funded programs. Supervisory experience preferred
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