Administrative Assistant

Research Foundation for Mental Hygiene•Long Island, NY

1d•Hybrid

About The Position

The Research Foundation for Mental Hygiene, Inc. is seeking a full-time Administrative Assistant to support the Assistant Commissioner Office of the Bureau of Alcohol and Drug Use (BADU). The Division of Mental Hygiene is responsible for developing, procuring, and monitoring contracts with community agencies and hospitals to ensure New York City residents have access to mental hygiene treatment programs and support services. This includes conducting needs assessments, epidemiological analyses, creating annual plans, developing policy initiatives, and evaluating system performance. The Bureau of Alcohol and Drug Use (BADU) specifically works to reduce morbidity and mortality related to alcohol and substance use among New Yorkers by developing, implementing, and evaluating interventions and prevention strategies through various services, policy analysis, epidemiology, harm reduction initiatives, and public outreach. The ideal candidate will have exceptional interpersonal, written, and verbal communication skills, be detail-oriented with outstanding organizational skills, and be able to multi-task in a fast-paced, high-volume environment, working both independently and as part of a team.

Requirements

Baccalaureate degree from an accredited college/university and 2 years of full‐time clerical/administrative experience
Associate's degree from an accredited college/university and 3 years of full clerical/administrative experience
One (1) year of experience must have been in an administrative capacity that involves performing clerical, administrative, and coordination duties on behalf of a broader team or organization

Nice To Haves

Possess exceptional interpersonal, written and verbal communication skills.
Detail-oriented with outstanding organizational skills.
Ability to multi-task in a fast-paced, high-volume environment.
Ability to work independently and as part of a team
Proficiency in Microsoft Office.
Interest or prior experience working in harm reduction, overdose prevention, or substance use disorder field broadly preferred but not required

Responsibilities

Manage the Assistant Commissioner's calendar/schedule of activities; coordinate and confirm appointments, internal and external meetings, and conference attendance.
Coordinate the Assistant Commissioner's travel arrangements, hotel, air/ground transportation, and submit pre and post travel requests through Travel Desk.
Arrange visits for international and domestic visitors and prepare itineraries.
Arrange for visits to city programs and prepare itineraries.
Coordinate bureau-wide correspondence, notices, and communications.
Assist with obtaining Assistant Commissioner's review/approval for staff projects/assignments.
Coordinate weekly, monthly and quarterly meetings with Bureau and Agency personnel: arrange for appropriate conference space for meetings; notify participants of scheduled meetings, track RSVPs, prepare meeting notices, agendas or meeting notes, and meeting packets; coordinate room reservations, setup, refreshments, and equipment required for meetings as necessary.
Coordinate internal and external event planning and logistics on behalf of the bureau and the Assistant Commissioner's Office.
Track bureau publications and educational materials, ensuring consistent stock for programmatic use and coordinating reprints storage.
Manage new bureau staff orientation, onboarding, and welcoming.
Other administrative tasks as needed, including Bureau operation tasks and administrative support for others in the Bureau as assigned.