Administrative Assistant

Research Foundation for Mental Hygiene•Long Island, NY

45d•$56,765 - $67,981•Hybrid

About The Position

The Research Foundation for Mental Hygiene, Inc. is seeking one (1) qualified candidate to fill the full-time position of Administrative Assistant to support the Assistant Commissioner Office of the Bureau of Alcohol and Drug Use (BADU). Description of Division/Bureau: The Division of Mental Hygiene is responsible for developing, procuring, and monitoring contracts with community agencies and hospitals to ensure that New York City residents - particularly children, adolescents, and adults with behavioral health concerns - have access to a wide network of mental hygiene treatment programs and support services. The Division also conducts needs assessments and epidemiological analyses, creates annual plans for the state, develops and implements policy and programmatic initiatives, and evaluates the performance of the mental hygiene system. The Bureau of Alcohol and Drug Use (BADU) works to close gaps and reduce overall morbidity and mortality related to alcohol and substance use among New Yorkers. BADU develops, implements, and evaluates interventions and prevention strategies through contracting treatment, recovery and support services; policy analysis and development; epidemiology and surveillance; dissemination of treatment and management guidelines; harm reduction initiatives; public and provider outreach and education; and community involvement and interagency collaboration. The successful candidate will possess exceptional interpersonal, written and verbal communication skills, be detail-oriented with outstanding organizational skills, possess the ability to multi-task in a fast-paced, high-volume environment, and be able to work independently and as part of a team

Requirements

Baccalaureate degree from an accredited college/university
Two (2) years of full‐time clerical/administrative experience
One (1) year of which 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

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.