Administrative Assistant

Odyssey House INC • New York, NY

11d • Onsite

About The Position

Under the supervision of the Director of Recovery Services, the Administrative Assistant provides essential administrative and operational support to ensure the efficient functioning of the Recovery Center. This role allows peers and other program management to focus more fully on participant engagement by managing daily administrative functions, data tracking, and communications systems.

Requirements

• High School Diploma or equivalent; associate degree preferred.
• Minimum 1 year of experience in an administrative or office support role, preferably in a community-based or health services setting.
• Strong organizational and communication skills.
• Proficiency with Microsoft Office suite (Word, Excel, Outlook).
• Ability to manage multiple tasks and maintain attention to detail in a fast-paced environment.
• Commitment to supporting recovery-centered and trauma informed services.
• Familiarity with confidentiality protocols and HIPAA compliance preferred.

Nice To Haves

• Associate degree preferred.
• Experience preferably in a community-based or health services setting.
• Familiarity with confidentiality protocols and HIPAA compliance.

Responsibilities

• Assist by answering telephones, taking messages and scheduling appointments.
• Assist with data entry, reporting and record maintenance in compliance with program guidelines.
• Coordinate participant scheduling, appointment reminders and intake processes.
• Support internal and external communications (emails, mailings, distribution of program information, printing).
• Type correspondence, reports, memos, etc.
• Assists in tracking service delivery, volunteer stipends, outreach metrics, and training participation.
• Maintains program and office supplies and ensures the organization of physical and digital files.
• Maintain minutes for staff meetings, participant meetings, community meetings, etc.
• Provide logistical support for recovery support groups, training sessions and outreach events.
• Assist with procurement documentation, check requests, petty cash and metro card management and invoice tracking.
• Attend regularly scheduled staff meetings.
• Attend all required in-service training seminars.
• Participate in quality improvement activities.
• Other relevant duties as required.

Benefits

• A 35-hour work week (as opposed to a 40-hour work week)
• Vacation Plan and Holiday Schedule
• Life Insurance
• Medical Insurance (Two Plans)
• Dental and Vision Insurance
• Additional Insurance Coverages (hospitalization, accidental, critical illness coverage)
• Long-Term & Short-Term Disability
• Flexible Spending Account/Health Reimbursement Account
• 403(b) Plan
• Corporate Counseling Associates (CCA) EAP benefit
• Ability Assist Counseling Services (through The Hartford)
• Commuter Benefits
• Educational Assistance Programs
• Special shopping discounts through ADP Marketplace and PlumBenefits
• RUFit?! Fitness Program
• Legal Assistance through ARAG
• Optum Financial Service through ConnectYourCare
• Benefit Advocacy Center through Gallagher

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED