Administrative Assistant

Job Summary

The Administrative Assistant reports to the Chief Clinical Officer. The administrative assistant will provide clerical and project management support to the Chief Clinical Officer and reporting staff. The administrative assistant will coordinate operations within the teams, managing logistics, engage in physical plant inspections of the facilities, and support quality assurance functions as assigned. This is a full-time, exempt position. The administrative assistant will work traditional work hours Monday – Friday 9:00am-5:00pm, on-site. Non-traditional availability is needed as business needs present.  

Key Responsibilities 

Calendar & Meeting Coordination:

• Manage complex executive and team schedules, book appointments and resolve scheduling conflicts. 
• Coordinate logistics for meetings, including but not limited to room reservation, video conferencing setup, and recording detailed meeting minutes. 

Communication Management: 

• Serve as a point of contact for internal communication to staff and clients from Chief Clinical Officer. 
• Engage in external communication where assigned. 
• Address outreach including phone calls, emails and postal mail as needed and assigned. 

Office Operations & Logistics: 

• Facilitate supply ordering and inventory of supplies across all programs. 
• Manage incoming and outgoing mail and shipments. 
• Arrange travel and develop itineraries where necessary. 
• Assist in ensuring compliance with Department of Health regulations and CARF standards, by monitoring specific items as assigned by supervisor, as well as all other applicable national and state regulations. 
• Conduct onsite inspections as assigned, and/or make visits to the programs to update notifications/postings. 

Document & Data Management:

• Maintain organized physical and digital filing systems for easy retrieval. 
• Perform data entry, generate reports, and prepare professional presentations or spreadsheets using Microsoft Office, Google Workspace, or other agency software. 
• Handle sensitive client information with discretion, ensuring full compliance with HIPAA and 42 CFR Part 2. 

Operational Support: 

• Assist with basic bookkeeping tasks, such as processing invoices with purchase orders, reconciling expense reports, etc. 
• Assist in onboarding activities as assigned, directly by Chief Clinical Officer or as arranged with the Human Resources department (i.e. CPR and/or Naloxone Trainer, updating records, reporting, etc.) 
• Draft guidance for teams to support organizational policies, practices, and/or change. 
• Maintain and update patient charts within electronic healthcare software, with documents shared from senior director team. 
• Engage and facilitate internal events (i.e. ceremonies, gala, etc.) including communication, set up, etc. 

All other tasks as assigned by supervisor. 

Qualifications:

• Bachelor’s Degree, required.

Required Licensing or Certifications:

• A valid NJ Driver’s License, required.