Position: Administrative Services Assistant
Location: Nashville, TN
Duration: 1 year
Job Description:
- Greet trainees as they enter the building, determine their needs, answer questions, and grant access to training area.
- Answer, screen, and direct inbound calls.
- Assist with making copies, preparing workbooks, and other materials for handout.
- Provide coverage for Training Officer when they are out of the office.
- Assist Training Officer in preparing classroom each day by ensuring a neat and orderly environment, ensuring snacks/water are stocked, and reporting maintenance issues.
- Assist with managing agency schedules and updating them using Microsoft Excel.
- Perform data entry into Learning Management System (class attendance, roster creation, etc.).
- Assist with training logistics and planning (example: scheduling classes and meetings, ensuring room availability, assisting with travel arrangements, managing inventory and ordering supplies),
- 30% of the time this position will assist with grant management work. This includes:
- Preparing grant contracts (mail merging templates off Excell worksheet)
- Reviewing documents for accuracy
- Reconciling invoices for reimbursement
- Maintaining notes
- Saving email documentation
- Position has potential to turn into permanent state employee position in future.
Qualifications:
Associates Degree or Bachelor’s Degree preferred in any field of study. Candidates with at least seven years of experience providing administrative assistance, secretarial, office management, assistant management, or similar role will be considered. Grant management experience is helpful, but we will train the right candidate.
Skills:
- Customer Service Skills – Ability to greet and assist visitors with a professional demeanor, manage customer inquiries, and provide general support with a focus on excellent service.
- Communication Skills – Strong verbal and written communication skills
- Organizational Skills – Proficient in managing schedules, planning logistics, and handling multiple tasks simultaneously.
- Technical Skills - Must be proficient with Microsoft Word and Excel
- Problem Solving Skills – Must be able to identify issues and implement or suggest solutions.
- Initiative and Independence – Capable of working independently to manage time effectively, prioritize tasks, and take initiative especially when the Training Officer is unavailable.
