Administrative Assistant

Western MA•Chicopee, MA

2d•Onsite

About The Position

The Administrative Specialist provides vital support to the Division of Supportive Housing, ensuring the smooth, efficient operation of program services. This role focuses on administrative coordination, compliance tracking, and data management to assist leadership and staff in delivering high-quality care. The ideal candidate is organized, tech-savvy, and team-oriented, with a strong background in administrative processes, human services, and electronic recordkeeping. All responsibilities are performed in alignment with MHA’s Core Values—Respect, Integrity, and Compassion—and in accordance with agency policies, funding guidelines, and applicable regulatory standards.

Requirements

Proven administrative experience, preferably in human services or case management environments.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, OneNote).
Strong organizational and time management skills with the ability to manage multiple priorities.
Familiarity with or willingness to learn software systems such as: ADP (employee information management), EHANA (Electronic Health Record system), RELIAS (online training platform).
Excellent communication skills and the ability to work collaboratively with diverse teams.
Ability to learn and adhere to confidentiality and data protection protocols.
Commitment to MHA’s core values of Respect, Integrity, and Compassion.
Ability to represent the division professionally in public and inter-agency settings.

Responsibilities

Maintain up-to-date employee compliance documentation and records.
Develop and update forms, worksheets, reports, and organizational tools.
Maintain participant medical records in both physical and electronic formats.
Schedule and coordinate meetings with internal departments, vendors, and other stakeholders.
Take and distribute meeting minutes as assigned.
Utilize Electronic Health Records (EHR) to input data and generate reports.
Perform accurate and timely data entry into EHR systems and other databases.
Answer incoming calls and respond to inquiries relevant to the division.
Act as a liaison to internal departments and administrative staff across the agency.
Support onboarding processes, including scheduling interviews and maintaining position openings.
Assist in teaching administrative procedures to supervisors and program staff.
Track and manage participant consent forms and other documentation deadlines.
Provide general clerical support including copying, scanning, filing, and compiling reports.
Cover front desk duties as needed.