Administrative Assistant

Joseph P. Addabbo Family Health Center, Inc.; New York (NY); On-site; USD 40,000 - 60,000; Full time

Job summary

Joseph P. Addabbo Family Health Center, Inc. is seeking an organized Administrative/Program Support Specialist to assist the HIV Care and Prevention management team with daily operations, documentation, inventory, and data entry.

You will maintain program records, coordinate meetings, prepare minutes, support AIRS and CareWare data entry, manage supplies, and help with quality improvement projects while ensuring SharePoint access and audit readiness.

Qualifications

• AA in Business Administration or related field; BA preferred.
• Proven experience in an administrative or support role.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication for diverse stakeholders.

Responsibilities

• Maintain and update program documentation including reports, schedules and databases.
• Coordinate meetings, prepare agendas, and transcribe minutes for program discussions.
• Provide administrative support, including data entry into required databases (AIRS, CareWare).
• Conduct research and compile data to support program initiatives and decision-making.
• Keep inventory and tracking of program supplies and facilitate purchasing where necessary.
• Assist Quality Management with projects related to quality assurance/improvement.
• Maintain department’s SharePoint for access and audit readiness to policies and procedures.

Skills

Strong organizational and multitasking

Effective written and verbal iletişim

Microsoft Office Suite

Project management tools

Education

AA in Business Administration

Bachelor's degree preferred

Tools

Microsoft Office

Project management tools

Job description

Description

Provides day-to-day administrative, logistical and operational support to the HIV Care and Prevention management team to facilitate the efficient operation of programs. Key responsibilities of this role include by implementing and maintaining administrative support systems, managing inventory and invoicing as well as data entry.

RESPONSIBILITIES:

• Maintain and update program documentation including reports, schedules and databases
• Coordinate meetings, prepare agendas, and transcribe minutes for program-related discussions.
• Provide administrative support, including data entry into required databases (including AIRS and CareWare).
• Conduct research and compile data to support program initiatives and decision-making.
• Keep inventory and tracking of all program supplies and facilitate purchasing where necessary
• Assist Quality Management specialist with special projects related to quality assurance/improvement
• Maintain department’s SharePoint to ensure easy access and audit readiness to program’s policies and operating procedures
• Other related tasks, duties, and responsibilities as assigned

Requirements

MINIMUM QUALIFICATIONS:

• AA in Business Administration, Project Management or related field. Bachelors preferred.
• Proven experience in an administrative or support role, preferably in a program or project setting.
• Strong organizational and multitasking skills to manage various responsibilities effectively.
• Excellent written and verbal communication skills for interacting with diverse stakeholders.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and project management tools.
• Attention to detail and accuracy in completing tasks and documentation.
• Ability to work independently and collaboratively in a team environment.
• Basic understanding of program management principles and practices.