Administrative Assistant

Administrative Services Manager / Program Operations Coordinator

Job location: Nashville, TN 37243, hybrid schedule anticipated (1 day in office, 4 days remote per week)

We are seeking a highly organized and detail-oriented professional to support administrative operations, compliance activities, contracts, grants, budgeting, and program coordination functions.

The ideal candidate will manage day-to-day administrative tasks, maintain audit-ready documentation, coordinate stakeholder communications, monitor budgets and expenditures, and support contract and grant processes in a fast-paced environment.

Key Responsibilities:

• Support daily administrative and operational activities

• Coordinate contracts, compliance tracking, procurement, and grant-related functions

• Monitor budgets, expenditures, invoices, and financial documentation

• Maintain organized electronic records, reports, and tracking systems

• Prepare meeting minutes, presentations, correspondence, and status reports

• Coordinate meetings, site visits, travel arrangements, and training sessions

• Collaborate with leadership, internal teams, vendors, and external partners

• Ensure timely follow-up on deadlines, reporting requirements, and compliance activities

• Utilize tools such as Excel, SharePoint, Outlook, PowerPoint, REDCap, Caspio, and other tracking systems

Required Qualifications:

• Bachelor’s degree or equivalent professional experience

• 3–5+ years of experience in administrative operations, program coordination, contracts, grants, compliance, or fiscal support

• Strong Microsoft Office skills, especially Excel, Outlook, Word, and PowerPoint

• Excellent written and verbal communication skills

• Strong organizational, analytical, and problem-solving abilities

• Ability to manage multiple priorities and work independently

Preferred Qualifications:

• Experience in government, healthcare, nonprofit, or public health environments

• Experience with compliance monitoring, procurement, grants, or contract administration

• Familiarity with SharePoint, REDCap, Caspio, or similar systems

Work Environment:

Hybrid work environment with occasional onsite meetings.