Administrative Assistant

New York State Psychiatry Institute; 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, Inc. seeks a detail‑oriented Administrative Assistant to support the IPS Employment Center Initiative. You will manage calendars, coordinate meetings, handle correspondence, and ensure smooth operation of the California Center of Excellence project.

Ideal candidate has strong communication, time management, and proficiency with Microsoft Office. You will work both independently and as part of a team, under the Director and provide project

Qualifications

• High school diploma or higher with several years of administrative experience.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to manage schedules, coordinate meetings and handle correspondence.

Responsibilities

• Serve as point of contact for the California project.
• Monitor CA project email account.
• Schedule meetings and appointments; create Zoom or Teams meetings with Outlook invites.
• Monitor submissions to the data system and follow up with IPS supervisors.
• Travel authorizations and reimbursements for California Trainers, including arranging travel and processing vouchers.
• Provide project support including tracking deadlines.
• Take meeting minutes and share in a Teams folder.
• Update contact information for counties, agencies and programs.
• Enter trainer information into the monthly report.
• Maintain records in shared files (training dates, fidelity reviews, action plans).
• Participate in scheduled meetings, as assigned; perform other duties as needed.

Skills

Microsoft Office Suite

Communication skills

Time management

Organizational skills

Team collaboration

Independent work

Education

Bachelor's degree

Associate's degree

High school diploma

Tools

TIQR

Zoom

Microsoft Teams

Outlook

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:

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

• Participate in scheduled meetings, as assigned.
• Other duties as assigned.

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. Affir…