Administrative Assistant

New York State Psychiatry Institute•New York, NY

3d•Onsite

About The Position

The Research Foundation for Mental Hygiene is seeking a qualified candidate to fill a full-time Administrative Assistant position. The Administrative Assistant will provide essential office support, managing schedules, coordinating meetings, handling correspondence, and ensuring seamless operation of the California Center of Excellence project under the IPS Employment Center at RFMH, Inc. The Administrative Assistant will be required to have strong communication and interpersonal skills and the ability to work independently and as part of a team. In addition, attention to detail, proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), excellent time management skills, and the ability to prioritize work, handle multiple tasks and projects will be essential to the position. The Administrative Assistant reports to and works closely with the Administrative Manager and the Director of the IPS Employment Center Initiative.

Requirements

High school diploma with (5) years of administrative assistance experience in an office setting; or associate's degree with (3) years of such experience; or Bachelor's degree with (2) years of such experience
At least (1) year of large event planning and/or event management experience.

Responsibilities

Serving as a point of contact for the California project.
Answering incoming calls and forwarding them to the relevant team members.
Scheduling of meetings and appointments - scheduling calls with counties, creating Zoom meetings as requested, along with Outlook invitations, etc.
Monitor submissions to the data system and follow-up with IPS supervisors as needed.
Travel Authorizations and reimbursements for California Trainers, including making travel arrangements, the review of receipts, ensuring vouchers adhere to travel policy, routing them for signatures, and processing them through TIQR.
Oversight of the online IPS Courses. This includes tracking which California students take online courses (name, agency, date, course name) and their completion of the course; providing receipts for courses as requested, sending individual links to students and troubleshooting access issues.
Provide project support including tracking deadlines
Assist with fidelity and gap to fidelity scheduling in California
Maintain record of the following in shared file:
On-site training (length, agency, trainer, date, topics)
On-site TA (see above)
Fidelity reviews (overall score, agency, reviewer(s), date)
Fidelity Action Plans
Gap to fidelity assessments
Events planning as needed:
Find location for conference or training
Assist with registration
Ordering supplies, meals, as needed
Send/print agendas and other training materials to participants.
Work with venue event coordinator, as needed
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Participate in scheduled meetings, as assigned.
Other duties, as assigned.