Administrative Assistant

SBH Career; New York (NY); Hybrid; USD 28,000 - 40,000; Full time

Job summary

SBH Career in New York seeks an organized administrative professional to provide direct support to leadership and clinical teams. You will coordinate fingerprinting, background checks, onboarding, and manage office operations to ensure smooth daily functionality.

The role emphasizes accuracy in records, coordination across departments, and proactivity in improving workflows. Experience in healthcare or nonprofit settings and proficiency with MS Office and EHR systems are preferred.

Qualifications

• Prior administrative experience, preferably in behavioral health, healthcare, or nonprofit setting.
• Strong organizational and time-management skills with attention to detail.
• Effective written and verbal communication with a professional and compassionate demeanor.
• Proficiency with Microsoft Office Suite, scheduling systems, and EHR software.
• Ability to maintain confidentiality and exercise discretion.
• Ability to work independently, take initiative, and collaborate with a team.

Responsibilities

• Provide direct administrative support to leadership and clinical teams.
• Coordinate fingerprinting appointments and initiate background checks for new hires as part of onboarding.
• Monitor and order supplies, ensuring adequate inventory levels.
• Coordinate maintenance of office equipment and facilities.
• Help identify and implement administrative systems and workflows to improve efficiency.
• Maintain accurate records for audits, reports, and regulatory compliance.
• Assist with general office coordination and special projects.
• Track expenses related to a particular grant in Excel.
• Oversee onboarding process for new employees.
• Run reports from EHR systems to ensure quality of record-keeping.
• Collaborate with contracted providers and internal teams for online texting service and online training system; troubleshoot workflows and utilization.
• Track staff credentials, certifications, and licensing compliance.
• Process and file forms, authorizations, and other documentation accurately.
• Organize digital and physical documentation for regulatory audits.
• Occasionally cover front desk, greet patients and answer calls and emails.
• Experience supporting clinical teams in healthcare or behavioral health is preferred.
• Familiarity with HIPAA and compliance standards preferred.

Job description

• Provide direct administrative support toleadership and clinical teams.
• Coordinate fingerprinting appointments and initiate background checks for new hires as part of the onboarding process.
• Monitor and order new supplies, ensuring adequate inventory levels
• Coordinate maintenance of office equipment and facilities.
• Help identify and implement administrative systems and workflows to improve efficiency.
• Maintain accurate records for audits, reports, and regulatory compliance.
• Assist with general office coordination and special projects as assigned.
• Track expenses related to a particular grant in Excel.
• Oversee all aspects of a multi-step onboarding process for new employees.
• Run reports from Electronic Health Records on an ongoing to basis to ensure quality of our record-keeping.
• Take the lead in working with contracted providers as well as internally for our on-line texting service and our on-line training system , to trouble shoot, determine workflows, and ensure optimal functioning and utilization.
• Track and maintain staff credentials, certifications, and licensing compliance.
• Process and file forms, authorizations, and other documentation accurately.
• Organize and manage both digital and physical documentation, ensuring it meets regulatory requirements and is ready for audits.
• Occasionally, sit in for a receptionist at the front desk during an absence, greeting patients, families, visitors, and staff warmly and professionally; answering and routing phone calls and emails, addressing inquiries promptly; processing client co-pays.
• Prior administrative experience, preferably in a behavioral health, healthcare, or nonprofit setting.
• Strong organizational and time-management skills with excellent attention to detail.
• Effective communication skills—written and verbal—with a professional and compassionate demeanor.
• Proficiency with office software (e.g., Microsoft Office Suite, scheduling systems, and EHR software).
• Tech-savvy and comfortable using email, cloud-based filing systems, and productivity tools, and/or ability to learn new systems with relative ease.
• Ability to maintain confidentiality and exercise discretion.
• Ability to work independently, take initiative, and collaborate effectively with a team.
• Experience supporting clinical teams in a healthcare or behavioral health environment is preferred.
• Familiarity with HIPAA regulations and other compliance standards preferred.
• $25 hr