Bilingual Administrative Assistant

Partnership for Maternal & Child Health of Northern New Jersey; Secaucus (NJ); On-site; USD 38,000 - 52,000; Full time

Job summary

The Partnership for Maternal & Child Health of Northern New Jersey is seeking an NFP Administrative Assistant to support daily program operations, outreach, and data entry. The role involves scheduling, screening referrals, data entry, and maintaining databases with HIPAA confidentiality in a collaborative nonprofit environment.

Responsibilities include data accuracy, client outreach, referrals management, and regular reporting to the supervisor.

Qualifications

• Minimum 2 years administrative and data entry experience.
• Bilingual Spanish/English required.
• Proficient with Microsoft Office Suite.
• Excellent verbal, written and interpersonal communication skills.
• High School diploma or GED; Bachelor's or Associate degree preferred.

Responsibilities

• Enter data into the database accurately and timely; coordinate with NHV and Supervisor within 5 days.
• Conduct outreach and screen referrals for program eligibility (first pregnancy, gestational age, financial eligibility, and home address) at least 3 days/week.
• Add referred client to Excel referral spreadsheet and FLO pre-enrollment database; document each contact in Connecting NJ LINK database.
• Review Nurse Home Visitor assignments with Supervisor during weekly supervision or on request.
• Reach out to client referrals through multiple contact methods; escalate to Supervisor if contact cannot be made.
• Review prior client referrals for continued eligibility and close referrals in Connecting NJ LINK, FLO and Excel log weekly.
• Complete regular client satisfaction surveys and report results to Supervisor monthly; compile quarterly counts by county.
• Maintain organized file system and assist in data compilation for special reports; maintain HIPAA confidentiality.

Skills

Bilingual (Spanish/English)

Communication skills

Organizational skills

MS Office proficiency

Education

High School diploma or GED

Bachelor's or Associate degree preferred

Tools

Microsoft Office Suite

Job description

Description

The Partnership is a mission-driven nonprofit serving families across Northern New Jersey. Together with healthcare providers, community organizations, and local partners, we deliver education, support, and advocacy programs that reach more than 50,000 individuals each year.

Join Our Team!

Why Work Here?

Meaningful work that improves lives and strengthens communities

A collaborative, supportive, and values-driven culture

Opportunities to make a real impact every day

A team that leads with compassion, respect, and purpose

If you're passionate about helping others and want to be part of an organization that puts people first, we'd love to hear from you. Join us in building stronger, healthier communities for all.

The NFP Administrative Assistant provides essential support to ensure the smooth and efficient operation of the program’s daily activities. This role is responsible for managing administrative tasks such as outreaching, screening and scheduling referred clients, data entry, compilation and retrieval. This position maintains open communication with the supervisor to ensure the NFP database is accurate and timely. Serves as a key point of contact for staff and external partners, helping to maintain a professional and welcoming environment.

Essential Functions

• Enter data into the database accurately and in a timely manner. If corrections or clarification are needed, request assistance from the appropriate Nurse Home Visitor (NHV) and Supervisor within a 5-day timeframe.
• Conduct outreach and screen referrals received in Connecting NJ LINK database for program eligibility (first pregnancy, gestational age, financial eligibility and home address) at least 3 days/week
• Add referred client to Excel referral spreadsheet and web-based FLO pre-enrollment database and document each contact (completed or attempted) in Connecting NJ LINK database
• Review Nurse Home Visitor assignments with Supervisor during weekly supervision and/or upon request
• Reach out to client referrals through multiple contact methods, and escalATe to the Supervisor if you cannot make contact with the client
• Review prior client referrals for continued eligibility (gestational age) and close client referrals in Connecting NJ LINK, FLO and the Excel referral log on a weekly basis
• Complete regular client satisfaction surveys for Nurse Home Visitors and review results with Supervisor monthly; compile/submit number of surveys for assigned counties on quarterly basis
• Maintain accurate, organized file system, and assist Supervisor in the compilation of data for special reports and requests
• Maintain confidentiality and adhere to HIPAA regulations

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Requirements

• High School diploma or GED required, Bachelors or Associates degree is preferred
• Minimum 2 years administrative and data entry experience required
• Bilingual (Spanish/English) required
• Excellent verbal, written and interpersonal communication skills
• Excellent organizational skills and attention to detail
• Proficient with Microsoft Office Suite

DEIB Drivers for Success

PMCH aims to foster a workplace culture that prioritizes diversity, equity, inclusion, and belonging. Our collective vision is to create an antiracist organization through:

• Encouraging bidirectional and transparent communication
• Promoting a culture of belonging
• Practicing cross-program collaboration and engagement
• Engaging in continuous learning/enrichment
• Embracing inclusive representation and practices

Functional Requirements of the Role

This role may involve a range of physical, sensory, and cognitive tasks. We are committed to providing reasonable accommodation to support individuals in performing essential functions.

Immunization Policy

All PMCH employees must comply with the guidelines of our Immunization Policy.