Administrative Assistant
3+ month Contract
Onsite- NYC
Hours: Full-time
$20-25/hr
Must 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 communications
Knowledge of Microsoft Office or Google Suite, with the ability to learn and adapt to web-based technology
Excellent written, verbal, and interpersonal communication skills
Must be able to work in a highly visible area with frequent interruptions and a busy pace
Nice to Haves:
Associates Degree or Bachelor's
Office management experience in community mental health settings
Knowledge of Electronic Health Records (EHR)
Experience with community settings and Community-Based Organizations (CBO’s)
Higher Ed experience
Job 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 duties
Manage office inventory, client records, correspondence, office keys, and equipment
Assist with expense tracking and reimbursement
Assist in maintaining the Center’s website
Respond to a high volume of phone calls and emails; manage mail distribution and office errands
Greet and assist clients, ensuring a welcoming and professional front-desk experience
General Office Support
Ensure the professional, orderly, and smooth functioning of a busy reception office
Perform administrative and receptionist duties from the Main Office and Testing Library
Maintain and update data and filing systems in collaboration with the Associate Director
Assist in scheduling appointments and managing room reservations as needed
Troubleshoot issues as they arise for students and supervisors, determining when to escalate matters to the Associate Director or Director
Manage office inventory, client records, correspondence, office keys, and equipment.
Distribute major office announcements and maintain communication with the Center community
Collaborate with other administrative staff, offices, and faculty to support the Center’s mission
Assist the Director and the Associate Director as needed
Work collaboratively with on-campus departments such as TCIT, Purchasing, and Accounts Payable to support operational and administrative processes
Assist with expense tracking and reimbursement as needed
Assist in maintaining the Center’s website
Client Support
Respond to a high volume of phone calls and emails; manage mail distribution and office errands
Greet and assist clients, ensuring a welcoming and professional front-desk experience
Handle client payments and billing, collect fees, and make weekly account deposits
Send monthly letter to clients with outstanding balances
Send decision letters to new applicants as determined by Associate Director
Interact with clients, students, faculty, staff, outside agencies, and individuals with diverse needs
Filing
Keep track of data/filing databases system in collaboration with the Associate Director
Create student distribution lists, mailbox labels, and distribution of materials into students’ mailboxes
Other duties as assigned