Administrative Assistant

Mental Health Association - Western MA•Chicopee, MA

2d•Onsite

About The Position

The Administrative Assistant will provide essential administrative support to the Division of Acquired Brain Injury Services within New Way Services. This role is responsible for ensuring smooth and efficient administrative operations to facilitate the delivery of high-quality services. The Administrative Assistant is expected to bring prior experience in administrative tasks, with a background in medical services, case management, scheduling, or supply coordination being advantageous. This position is fully in-person at your corporate office in Chicopee, MA. Pay Rate: $20 an hour Open Shift: Monday through Friday 9am-5pm (40hrs), in person New Way is MHA’s residential and community-based program supporting individuals with acquired brain injuries (ABI) from trauma, stroke, or serious illness. Our team helps participants overcome physical, emotional, and cognitive challenges, build skills, and gain independence through personalized care, meaningful daily routines, and supportive homes in welcoming neighborhoods. With 24/7 support, nursing, clinical, and therapeutic services, we help participants reconnect with their communities, regain confidence, and live life to the fullest. The Mental Health Association is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Requirements

Valid driver's license, active auto insurance & reliable transportation.
High school diploma or equivalent (GED); at least 18 years old.
Strong teamwork and ability to collaborate in a diverse environment
Excellent time management with the ability to manage multiple priorities
Strong attention to detail and ability to follow established procedures while maintaining confidentiality
Professional communication skills with staff, vendors, and external contacts
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, OneNote); Access is a plus
Ability to quickly learn new systems (e.g., Complete Payroll, EHANA, RELIAS)
Administrative skills including scheduling, phone communication, emailing, scanning, and basic reporting
Basic math skills for supporting financial auditing tasks

Nice To Haves

Prior experience in administrative tasks
Background in medical services, case management, scheduling, or supply coordination

Responsibilities

Maintain and organize employee compliance records and participant files (both physical and electronic).
Develop and update forms, worksheets, and organizational tools.
Coordinate with vendors for deliveries, purchases, and maintenance needs.
Take and distribute meeting minutes, schedule meetings and appointments with departments, vendors, and external partners.
Make reminder calls or texts to team members regarding appointments, trainings, and meetings.
Serve as a liaison between departments and other administrative professionals.
Manage schedules, assist with open positions, onboarding processes, and staff administrative training.
Oversee participant consents, documentation deadlines, and compliance.
Support daily administrative tasks such as copying, compiling reports, data entry, and scanning records.
Follow up with doctors’ offices to ensure proper documentation is received.