Administrative Assistant

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