Administrative Assistant
3+ months
Hourly Pay Rate: $23-25/hr
Onsite- NYC 
Hours:  Full-time

Must Haves:

• Two years of experience in a busy, high-traffic office environment with frequent in-person interactions and a high volume of phone and email communications
• Knowledge of Microsoft Office or Google Suite, with the ability to learn and adapt to web-based technology
• Excellent written, verbal, and interpersonal communication skills
• Must be able to work in a highly visible area with frequent interruptions and a busy pace

• Associates Degree or Bachelor's
• Office management experience in community mental health settings
• Knowledge of Electronic Health Records (EHR)
• Experience with community settings and Community-Based Organizations (CBO's)
• Higher Ed experience

Job Summary/Basic Function:
Reporting to the Associate Director, the Secretary will provide comprehensive administrative and clerical support to ensure the efficient operation of the Center. The incumbent will serve as the first point of contact for clients, students, faculty, and visitors, managing front-office operations, coordinating communications, and supporting the Center's academic and clinical functions. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment with frequent in-person, phone, and email interactions.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES:
 

The primary responsibilities for this role will include, but not be limited to:

• Perform administrative and receptionist duties
• Manage office inventory, client records, correspondence, office keys, and equipment
• Assist with expense tracking and reimbursement 
• Assist in maintaining the Center's website
• Respond to a high volume of phone calls and emails; manage mail distribution and office errands
• Greet and assist clients, ensuring a welcoming and professional front-desk experience

General Office Support

• Ensure the professional, orderly, and smooth functioning of a busy reception office
• Perform administrative and receptionist duties from the Main Office and Testing Library
• Maintain and update data and filing systems in collaboration with the Associate Director
• Assist in scheduling appointments and managing room reservations as needed
• Troubleshoot issues as they arise for students and supervisors, determining when to escalate matters to the Associate Director or Director
• Manage office inventory, client records, correspondence, office keys, and equipment.
• Distribute major office announcements and maintain communication with the Center community
• Collaborate with other administrative staff, offices, and faculty to support the Center's mission
• Assist the Director and the Associate Director as needed
• Work collaboratively with on-campus departments such as TCIT, Purchasing, and Accounts Payable to support operational and administrative processes
• Assist with expense tracking and reimbursement as needed
• Assist in maintaining the Center's website

Client Support

• Respond to a high volume of phone calls and emails; manage mail distribution and office errands
• Greet and assist clients, ensuring a welcoming and professional front-desk experience
• Handle client payments and billing, collect fees, and make weekly account deposits
• Send monthly letter to clients with outstanding balances
• Send decision letters to new applicants as determined by Associate Director
• Interact with clients, students, faculty, staff, outside agencies, and individuals with diverse needs

Filing

• Keep track of data/filing databases system in collaboration with the Associate Director
• Create student distribution lists, mailbox labels, and distribution of materials into students' mailboxes
• Other duties as assigned

Minimum Qualifications:

• High school diploma or equivalent
• Two years of experience in a busy, high-traffic office environment with frequent in-person interactions and a high volume of phone and email communications
• Knowledge of Microsoft Office or Google Suite, with the ability to learn and adapt to web-based technology
• Excellent written, verbal, and interpersonal communication skills
• Strong attention to detail and accuracy in data entry, recordkeeping, and correspondence
• Must be able to work independently, show initiative, and be a team player
• Ability to meet deadlines while remaining flexible to conflicting demands
• Strong organizational and problem-solving skills
• Ability to manage complex relationships across multiple platforms and with various vendors
• Must be able to work in a highly visible area with frequent interruptions and a busy pace
• Must be able to exercise sound judgment and maintain a calm, courteous demeanor when dealing with patients, staff, and visitors in stressful situations
• Ability to follow established protocols and adapt to changing procedures or clinic needs

Preferred Qualifications:

• Associate's degree or coursework in office administration, healthcare administration, or a related field.
• Three years of experience in an office setting
• Office management experience in community mental health settings
• Knowledge of Electronic Health Records (EHR)
• Experience with community settings and Community-Based Organizations (CBO's)
• Experience with website updates or web-based communication tools
• Bilingual or multilingual ability, particularly in languages commonly spoken by the clinic's patient population.