Administrative Assistant

Administrative Assistant3+ month ContractOnsite- NYCHours: Full-time$20-25/hrMust Haves:Two years of experience in a busy, high-traffic office environment with frequent in-person interactions and a high volume of phone and email communicationsKnowledge of Microsoft Office or Google Suite, with the ability to learn and adapt to web-based technologyExcellent written, verbal, and interpersonal communication skillsMust be able to work in a highly visible area with frequent interruptions and a busy paceNice to Haves:Associates Degree or Bachelor'sOffice management experience in community mental health settingsKnowledge of Electronic Health Records (EHR)Experience with community settings and Community-Based Organizations (CBO’s)Higher Ed experienceJob Summary/Basic Function:Reporting to the Associate Director, the Secretary will provide comprehensive administrative and clerical support to ensure the efficient operation of the Center. The incumbent will serve as the first point of contact for clients, students, faculty, and visitors, managing front-office operations, coordinating communications, and supporting the Center’s academic and clinical functions. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment with frequent in-person, phone, and email interactions.The primary responsibilities for this role will include, but not be limited to:Perform administrative and receptionist dutiesManage office inventory, client records, correspondence, office keys, and equipmentAssist with expense tracking and reimbursementAssist in maintaining the Center’s websiteRespond to a high volume of phone calls and emails; manage mail distribution and office errandsGreet and assist clients, ensuring a welcoming and professional front-desk experienceGeneral Office SupportEnsure the professional, orderly, and smooth functioning of a busy reception officePerform administrative and receptionist duties from the Main Office and Testing LibraryMaintain and update data and filing systems in collaboration with the Associate DirectorAssist in scheduling appointments and managing room reservations as neededTroubleshoot issues as they arise for students and supervisors, determining when to escalate matters to the Associate Director or DirectorManage office inventory, client records, correspondence, office keys, and equipment.Distribute major office announcements and maintain communication with the Center communityCollaborate with other administrative staff, offices, and faculty to support the Center’s missionAssist the Director and the Associate Director as neededWork collaboratively with on-campus departments such as TCIT, Purchasing, and Accounts Payable to support operational and administrative processesAssist with expense tracking and reimbursement as neededAssist in maintaining the Center’s websiteClient SupportRespond to a high volume of phone calls and emails; manage mail distribution and office errandsGreet and assist clients, ensuring a welcoming and professional front-desk experienceHandle client payments and billing, collect fees, and make weekly account depositsSend monthly letter to clients with outstanding balancesSend decision letters to new applicants as determined by Associate DirectorInteract with clients, students, faculty, staff, outside agencies, and individuals with diverse needsFilingKeep track of data/filing databases system in collaboration with the Associate DirectorCreate student distribution lists, mailbox labels, and distribution of materials into students’ mailboxesOther duties as assigned