Bilingual Administrative Assistant – Spanish/English Support

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

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.