Administrative Services Assistant – Grant & Fiscal Operations

Contract Administrative Assistant

Education: Graduation from an accredited college or university with an associate or bachelor's degree is required. Required Skills: At least one year of experience providing administrative or fiscal support for grant-funded programs, administrative support and office coordination, fiscal support including invoice processing and expenditure tracking, experience supporting grant-funded programs (minimum one year), project coordination and documentation management, meeting scheduling, agenda preparation, and minute taking, data reporting and presentation skills, Microsoft Office Suite (Excel, Word, PowerPoint, Outlook), SharePoint or other document management systems, written and verbal communication, organization, time management, and attention to detail, recordkeeping and compliance with state and federal grant requirements. Preferred Skills: Supervisory or lead administrative experience, continuous quality improvement (CQI) knowledge, experience working with healthcare, maternal health, or public health programs, stakeholder and vendor coordination, experience developing Standard Operating Procedures (SOPs). Desired Skills: Vendor and retail partner relationship management, equity and accessibility awareness (rural populations, language access), training and event logistics coordination, preparation of culturally responsive educational materials, process improvement and sustainability planning, presentation and stakeholder engagement, plain-language writing and accessible communication, ability to manage multiple priorities in a fast-paced environment.

Overview: Under supervision, the contract Administrative Assistant position provides administrative and fiscal support for the CHANT Enhanced Care Coordination in Maternity Care Deserts Project. This position supports day-to-day administrative operations related to project management, including invoice processing, documentation, and tracking of grant expenditures, to ensure compliance with state and federal requirements. This position provides lead-level administrative and fiscal support for the project.

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 CLIENT systems) including approvals, receipts, shipping confirmations, SOPs, and meeting artifacts. Draft memos, email templates, and participant-facing communications; ensure plain-language and accessible formatting.