Administrative Assistant (Grants) $26.50

Calance is a reputable staffing and consulting firm known for connecting talented professionals with leading organizations across various industries. With a strong commitment to quality service and client satisfaction, Calance ensures that both employers and employees find the best match for their needs. Their expertise spans a wide range of roles, including administrative support, technical positions, and management, among others. Calance prides itself on fostering long-term partnerships and providing excellent career opportunities for job seekers, along with dedicated support throughout the recruitment and placement process.

The position available is for an Administrative Assistant with a focus on grants. This is a 12-month contract role based in Nashville, Tennessee, with a hybrid work schedule requiring onsite presence each quarter. The role offers a competitive pay rate of $26.50 per hour for W2 employment or $29.50 per hour if incorporated, explicitly not accepting 1099 or C2C contractors. Working hours are Monday through Friday from 8:00 AM to 4:30 PM, totaling 37.5 hours per week.

In this role, the Administrative Assistant will provide comprehensive administrative and fiscal support specifically related to grant-funded projects. The core responsibilities include managing day-to-day project operations, processing invoices, maintaining documentation, and tracking expenditures to ensure compliance with state and federal regulations. The position demands excellent organizational skills and attention to detail to maintain accurate project files using technologies like SharePoint.

Key duties involve serving as the primary liaison for clients and retail partners coordinating the Welcome Home Gift Registry, ensuring timely fulfillment of items. The assistant will play a critical role in continuous quality improvement (CQI), identifying any operational bottlenecks, proposing effective solutions, and documenting any changes to streamline processes.

Attention to equity considerations is also a vital part of this role, such as recognizing challenges related to rural delivery constraints or language access needs, and escalating these issues to the Program Director appropriately. The assistant will support both virtual and in-person training logistics, including managing registration, preparing materials, and tracking attendance for care coordinators and partners.

Sustainability planning is another important element, involving capturing lessons learned from projects and assisting with scaling Standard Operating Procedures (SOPs) statewide for broader impact. The role includes preparing and delivering monthly data reports and program updates, communicating project information clearly to stakeholders through presentations and reports.

In coordination with program staff, the assistant will develop culturally responsive educational materials on topics such as safe sleep, urgent maternal warning signs, breastfeeding, and mental health resources. Scheduling and coordination of regular program meetings, vendor check-ins, and partner touchpoints are required to maintain smooth communication and documentation, including agenda preparation, minutes, and action logs.

Effective communication skills are critical for drafting memos, email templates, and participant-facing documents with a focus on clear, plain language and accessible formatting. This position is well-suited for someone with at least one year of experience in corporate administration, fiscal support for grant-funded programs, and a relevant academic background, preferably an Associate's or Bachelor’s degree. Experience supervising teams is desirable but not mandatory.

Overall, this role offers an excellent opportunity for an organized and detail-oriented professional to contribute meaningfully to grant projects with a reputable consulting firm while benefiting from a hybrid work environment and competitive compensation.