Job Overview
Compensation
Hourly
Range $28.00 - $31.00
Work Schedule
Standard Hours
Benefits
EPO medical plan
PPO medical plan
HMO dental program
PPO dental program
vision plan
401k Retirement Plan
Paid Time Off
Direct Deposit
flex spending plan
voluntary life insurance
AD&D insurance
STD plan
LTD plan
Job Description
Calance is a reputable consulting firm specializing in connecting highly skilled professionals with leading organizations across various industries. Known for its commitment to quality and client satisfaction, Calance provides opportunities that foster career growth and professional development. The company values integrity, collaboration, and excellence, making it a preferred partner for both employers and job seekers seeking meaningful and rewarding employment experiences.
This particular position is for a Lead Administrative Assistant focused on grants administration, a contract role based in Nashville, TN, operating on a hybrid work model. The role is integral to supporting a complex, multi-grant portfolio, especially in the maternal and child health sectors funded by HRP. The candidate will serve as the lead administrative and fiscal support specialist, ensuring the accurate tracking of grant budgets, invoices, and spend-downs to maintain fiscal accountability and sustainability. Supervisory responsibilities include managing and mentoring lower-level administrative staff, providing guidance and quality oversight to enhance team performance.
The role requires a meticulous professional skilled in managing grant documentation and maintaining compliance with state and federal standards, including TDH, HRSA, and CMS regulations. The Lead Administrative Assistant will collaborate effectively with fiscal and contracts teams to reconcile discrepancies and secure timely payments, supporting program directors through reporting, scheduling, and administrative coordination. The position offers a competitive pay rate of $28.00 per hour on W2 or $31.00 per hour if incorporated, with a standard workweek of 37.5 hours, Monday through Friday from 8 AM to 4:30 PM. The hybrid schedule necessitates onsite presence each quarter, striking a balance between flexible remote work and essential face-to-face collaboration.
Ideal candidates will have an associate’s or bachelor’s degree and a minimum of two years’ experience in administrative or fiscal support roles within professional office environments. Proficiency in Microsoft Office Suite and strong organizational, communication, and multitasking skills are essential. Experience with grant-funded programs and budget management is preferred but not mandatory. This role does not accept third-party contractors on C2C arrangements, emphasizing a direct employment relationship through Calance.
This particular position is for a Lead Administrative Assistant focused on grants administration, a contract role based in Nashville, TN, operating on a hybrid work model. The role is integral to supporting a complex, multi-grant portfolio, especially in the maternal and child health sectors funded by HRP. The candidate will serve as the lead administrative and fiscal support specialist, ensuring the accurate tracking of grant budgets, invoices, and spend-downs to maintain fiscal accountability and sustainability. Supervisory responsibilities include managing and mentoring lower-level administrative staff, providing guidance and quality oversight to enhance team performance.
The role requires a meticulous professional skilled in managing grant documentation and maintaining compliance with state and federal standards, including TDH, HRSA, and CMS regulations. The Lead Administrative Assistant will collaborate effectively with fiscal and contracts teams to reconcile discrepancies and secure timely payments, supporting program directors through reporting, scheduling, and administrative coordination. The position offers a competitive pay rate of $28.00 per hour on W2 or $31.00 per hour if incorporated, with a standard workweek of 37.5 hours, Monday through Friday from 8 AM to 4:30 PM. The hybrid schedule necessitates onsite presence each quarter, striking a balance between flexible remote work and essential face-to-face collaboration.
Ideal candidates will have an associate’s or bachelor’s degree and a minimum of two years’ experience in administrative or fiscal support roles within professional office environments. Proficiency in Microsoft Office Suite and strong organizational, communication, and multitasking skills are essential. Experience with grant-funded programs and budget management is preferred but not mandatory. This role does not accept third-party contractors on C2C arrangements, emphasizing a direct employment relationship through Calance.
Job Requirements
- Associate’s or bachelor’s degree
- Minimum of 2 years of relevant administrative or fiscal support experience
- Ability to manage calendars and coordinate meetings
- Strong record-keeping skills
- Experience processing and tracking invoices
- Excellent organizational and multitasking abilities
- Proficiency in Microsoft Office Suite
- Strong communication skills
- Ability to work collaboratively across departments
Job Qualifications
- Associate’s or bachelor’s degree from an accredited college or university
- Minimum of 2 years of experience providing administrative or fiscal support in a professional office environment
- Experience managing calendars, scheduling meetings, and coordinating administrative activities
- Experience maintaining records, files, and confidential documentation with a high degree of accuracy
- Experience reviewing, processing, and tracking documents, invoices, or other administrative records
- Strong organizational, multitasking, and time management skills with excellent attention to detail
- Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and Teams
- Strong written and verbal communication skills with the ability to work collaboratively across multiple departments
- Experience supporting grant-funded programs
- Experience tracking budgets, expenditures, invoices, or financial records
- Knowledge of grant compliance and documentation requirements
- Experience coordinating with finance, accounting, or contracts teams
- Supervisory or team lead experience, including training and assigning work
- Experience working with state or federal grant programs
Job Duties
- Serve as lead administrative and fiscal support for HRP-funded maternal and child health grants
- Track grant budgets, invoices, and spend-downs to support fiscal accountability and sustainability
- Review and process invoices and supporting documentation for compliance prior to submission
- Coordinate with fiscal and contracts staff to resolve discrepancies and ensure timely payments
- Supervise and support an administrative assistant 3, including training, task assignment, and quality review
- Maintain grant documentation and records in compliance with TDH, HRSA, and CMS requirements
- Support program directors with reporting, scheduling, and administrative coordination
Job Criteria
Experience
Mid Level (3-7 years)
Job Location
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