Administrative Assistant

Vibrant Emotional Health • New York, NY

25d • $27 - $33 • Onsite

About The Position

Formerly the Mental Health Association of New York City (MHA-NYC), Vibrant Emotional Health’s groundbreaking solutions have delivered high quality services and support, when, where and how people need it for over 50 years. Through our state-of-the-art technology-enabled services, community wellness programs, and advocacy and education work, we are building a society in which emotional wellness can be a reality for everyone. Position Overview: The Administrative Assistant supports the clerical and administrative needs of their assigned department. This position requires a proactive, detail-oriented and highly organized individual with the ability to manage a wide-range of administrative and executive support functions. The incumbent will function as an Executive Administrative Assistant to the NYSOMH New York City Field Office Director/Children’s Unit. The incumbent will develop and maintain clear procedures and protocols to create a work environment that allows Field Office staff to perform their job duties at the most efficient and effective level possible.

Requirements

• The ideal candidate is highly organized, resourceful, and thrives in a fast-paced environment.
• They take initiative, anticipate needs, and approach tasks with a problem-solving mindset.
• Strong communication skills and discretion are essential, as they interact with various stakeholders and handle sensitive information.
• A commitment to teamwork and a proactive approach to administrative support will contribute to the success of the department.
• Bachelor’s degree preferred
• 3 years of administrative experience
• Proficiency in Microsoft Office Suite and Google Suite
• Must be able to remain in a stationary position 50% of the time
• Will constantly operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer

Responsibilities

• Function as an assistant to the New York City Field Office Director/Children’s Unit staff maintaining schedules, coordinating travel, processing requests through the State Financial System (SFS), assisting with final drafts and coordinating major project deliverables.
• Develop and coordinate office procedures, management and tracking systems in all high-priority areas including personnel, certification scheduling, and incident and audit tracking, as well as overseeing office filing systems.
• Organize meetings and assist with the coordination of regional conferences and events; Schedules regular and ad hoc meetings on behalf of the Director and for the staff.
• Draft clear, concise and accurate reports and correspondence, design formats for data collection, assist with analysis, and submit reports on behalf of the Director.
• Record meeting minutes and generate accurate and timely reports that outline discussion and identify next steps.
• Coordinate Personnel activities including orientation, mandated and in-service training and support to new and existing staff regarding policies, equipment, software, travel, time and attendance, schedules, car scheduling and maintenance, and assists in onboarding and offboarding staff.
• Ensure the office environment is safe, functional and comfortable and address any environmental or equipment issues as they arise.
• Maintain logs for all vehicles assigned to the Field Office and ensure that all vehicles are inspected on time and serviced as needed.
• Communicate by phone, mail, e-mail, fax and in person with: Directors of Community Service, agency directors and staff, recipients and families to ensure that requests for information, complaints and incidents are channeled quickly and appropriately.
• Communicate with OMH Commissioner’s Office and various divisions and bureaus to ensure timely communication and coordinate meetings, teleconferences and conference calls.

Benefits

• Full time employees will be eligible for excellent comprehensive benefits, including medical, dental, vision, supplemental income insurance, employer paid disability insurance, employer paid life insurance, pre-tax FSA for medical and dependent care, and 401K available.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level