Administrative Assistant – Grant Project and CME

Tennessee Medical Association and TFQPH

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Job Summary

This position was created by funding granted to the Tennessee Medical Association’s 501(c)(3) organization, the Tennessee Foundation for Quality Patient Healthcare (TFQPH), by the state of Tennessee’s Opioid Abatement Council. The project will focus on creating prescriber education centering around issues related to the opioid epidemic here in Tennessee. 

The role of this position is to oversee grant project tasks delegated by the project manager including coordinating administrative functions, data tracking and reporting, processing CME certificates, and managing invoicing and expense tracking. This position will also assist with company-wide CME processing The position requires being highly organized, adaptable, and able to prioritize tasks while working independently.  

This is a grant-funded position and funding for this position is only allotted through June 30, 2027. Renewal of this position after June 30, 2027, will be dependent on receiving additional or renewed grant funding. This position reports to the Senior Director, Leadership Programs and Education. 

Job Responsibilities

• Coordinate grant administrative functions including drafting communications, managing mailings, preparing reports, doing data entry, collecting program collateral, and maintaining appropriate filing systems.
• Submits timely grant reimbursement billings and invoices.
• Assists with the monitoring and maintaining of grant revenue and expense tracking, as well as managing grant time tracking 
• Assist with all documentation, data collection, and recordkeeping for grant compliance. Provide reports as needed. 
• Assist with program logistics by ordering catering and supplies, preparing event materials, and assisting with day-of logistics, as needed.
• Assist in the Continuing Medical Education (CME) program by maintaining participant data, performing record collection, and generating certificates to ensure proper compliance. 
• Supports the grant program by scheduling meetings and phone calls, making travel arrangements, preparing expense reports, and taking meeting minutes. 
• Help manage grant calendar.
• Assist with other company programs, as needed. 
• Other duties as assigned.
  

Qualifications

• One year of work experience with preference given to those with grant programs or nonprofit experience.
• Experience with budgeting and accounting.  
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is required. 
• Excellent written and verbal communication skills.
• Excellent interpersonal skills and customer service skills.
• Excellent project management and organizational skills and strong attention to detail. 
• Ability to be a proactive team player. 
• Ability to handle multiple tasks, projects, and priorities effectively and professionally while meeting deadlines and managing competing priorities. 
• Some moderate lifting (up to 25 pounds) may be required on an occasional basis.
• Occasional evening and weekend work may be required. 
  

Additional Information

Benefits

How to Apply

To apply, please submit a resume and cover letter on our online application form.  For questions, please contact Sara Balsom at sara.balsom@tnmed.org.  

Details

• Date Posted: May 25, 2024
• Type: Full-Time
• Job Function: Accounting / Financial Management
• Service Area: Education
• Start Date: 07/08/2024
• Salary Range: $40,000
• Working Hours: 37.5