Administrative Assistant

NYSPI; New York (NY); On-site; USD 65,000 - 68,000; Full time

Benefits offered by this job

Excellent Benefits Package

Job summary

The Research Foundation for Mental Hygiene is seeking a qualified Administrative Assistant for a full-time role at the California Center of Excellence project within the IPS Employment Center. The position requires strong communication skills, detail orientation, and the ability to manage schedules and meetings using Microsoft Office tools.

Based at 1051 Riverside Drive, New York, NY, this on-site role reports to the Director of the IPS Employment Center Initiative and involves coordinating

Qualifications

• High school diploma with five years administrative assistance experience in an office setting.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and basic office software.

Responsibilities

• Serve as a point of contact for the California project.
• Assist in monitoring the CA project email account.
• Schedule meetings and appointments—create Zoom or Teams meetings with Outlook invitations.
• Monitor data submissions and follow up with IPS supervisors as needed.
• Arrange travel for California Trainers, review receipts, ensure policy compliance, and process vouchers.
• Provide project support including tracking deadlines.
• Take meeting minutes and share in Teams folder; participate in team meetings and assessments.
• Update county contact information and trainer details in monthly reports.
• Maintain records in shared files and participate in scheduled meetings.
• Perform other duties as assigned.

Skills

Communication

Interpersonal skills

Time management

Independent work

Teamwork

MS Office

Education

High school diploma with 5 years experience

Associate's degree with 3 years experience

Bachelor's degree with 2 years experience

Tools

Microsoft Office Suite

Job description

Job Title: Administrative Assistant

Grade: 16

Salary: $65,000 - $67,547

The Research Foundation for Mental Hygiene is seeking a qualified candidate to fill a full-time Administrative Assistant position. The Administrative Assistant will provide essential office support, managing schedules, coordinating meetings, handling correspondence, and ensuring seamless operation of the California Center of Excellence project under the IPS Employment Center at RFMH, Inc. The Administrative Assistant will be required to have strong communication and interpersonal skills and the ability to work independently and as part of a team. In addition, attention to detail, proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), excellent time management skills, and the ability to prioritize work, handle multiple tasks and projects will be essential to the position. The Administrative Assistant reports to the Director of the IPS Employment Center Initiative.

Duties and Responsibilities:

• Serving as a point of contact for the California project.
• Assist in monitoring CA project email account.
• Scheduling meetings and appointments - scheduling calls with counties, creating Zoom or Teams meetings as requested, along with Outlook invitations, etc.
• Monitor submissions to the data system and follow-up with IPS supervisors as needed.
• Travel Authorizations and reimbursements for California Trainers, including making travel arrangements, the review of receipts, ensuring vouchers adhere to travel policy, routing them for signatures, and processing them through TIQR.
• Provide project support including tracking deadlines.
• Taking meeting minutes and sharing those in a Teams folder. Meetings may include team meetings and baseline assessments.
• Assistance with updating contact information for counties, agencies, programs.
• Assistance entering trainer information into a monthly report.
• Maintain record of the following in shared file:
• Participate in scheduled meetings, as assigned.
• Other duties as assigned.

On-site training (dates)

Virtual training (dates)

On-site TA (dates)

Fidelity reviews (overall score, community-based services score, agency/county, team, reviewer(s), date)

Fidelity Action Plans (date)

Agreements: date sent and date signed

Minimum Qualifications:

• High school diploma with five years of administrative assistance experience in an office setting; or associate's degree with three years of such experience; or Bachelor's degree with two years of such experience
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Work Location: 1051 Riverside Drive, New York, NY 10032

The Mission of the Research Foundation for Mental Hygiene, Inc. (RFMH) is to promote the mental health of all New Yorkers, with a focus on providing hope and supporting recovery for adults with serious mental illness and children with serious emotional disturbances. Applicants with lived mental health experience are encouraged to apply. RFMH is deeply committed to supporting underserved individuals, organizations, and communities. To this end, RFMH is focused on implementing activities and initiatives to reduce disparities in access, quality, and treatment outcomes for underserved populations. A critical component of these efforts is ensuring that RFMH is a diverse and inclusive workplace where all employees' unique attributes and skills are valued and utilized to support the mission of the Agency. RFMH is an equal opportunity/affirmative action employer.

The Research Foundation is a private not-for-profit corporation and is not an agency or instrumentality of the State of New York. Employees of the Research Foundation are not state employees, do not participate in any state retirement system, and do not receive state fringe benefits.

• Excellent Benefits Package.
• Affirmative Action/Equal Opportunity Employer - Disabled/Veteran, 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a) compliant.