Bilingual Administrative & Project Coordinator

BRIDGEWAY BEHAVIORAL HEALTH SERVICES; Hoboken (NJ); On-site; USD 51,000 - 69,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

403b

Life insurance

AD&D

Flexible spending accounts

Employee Assistance Program

Job summary

Bridgeway Behavioral Health Services in Hoboken, NJ, is looking for an Administrative Assistant to provide administrative and operational support for the BH-CSC project. The role requires Spanish-speaking abilities, strong MS Office and EHR skills, and the ability to coordinate meetings and manage project records.

The position offers a full-time schedule (Mon-Fri 9:00am-5:00pm) with a competitive salary and comprehensive benefits.

Qualifications

• Bi-lingual Spanish speaking required.
• Proficiency with Microsoft Office.
• Experience in healthcare, BH, or administrative support.

Responsibilities

• Provides comprehensive administrative and operational support for the BH-CSC and grant-funded project activities.
• Serves as a routine point of contact for coalition partners and assists with responding to and routing project-related inquiries to appropriate staff.
• Provides administrative support to the Project Director, Project Coordinator, Project Evaluator, and coalition committees.
• Schedules and coordinates coalition meetings, partner convening’s, workgroups, trainings, focus groups, listening sessions, and other project activities.
• Coordinates meeting logistics, including invitations, calendars, meeting space, virtual meeting access, materials, equipment, and participant communications.
• Prepares and distributes meeting agendas, materials, sign-in documentation, and other project information at the direction of project leadership.
• Records and maintains meeting minutes, attendance records, action items, and other required coalition documentation.
• Maintains current coalition partner contact lists, committee membership lists, designated points of contact, and distribution lists.
• Provides administrative support for partner recruitment, outreach, and communication activities.
• Assists with preparation, routing, tracking, filing, and maintenance of MOUs, data-sharing agreements, and other partnership documents.
• Maintains organized electronic and paper project files and supports use of DocuWare and other approved document-management systems.
• Maintains administrative tracking systems for project deadlines, deliverables, meetings, trainings, partner commitments, and follow-up activities.
• Provides administrative support for the CNRA, including scheduling focus groups, distributing surveys and materials, coordinating stakeholder participation, and organizing project records.
• Provides administrative and logistical support for Mental Health First Aid, Youth Mental Health First Aid, QPR, trauma-informed care, and other coalition-sponsored trainings.
• Maintains training registrations, attendance records, sign-in sheets, certificates, pre/post assessment documentation, and related records.
• Supports collection and organization of referral logs, outreach records, surveys, training records, service rosters, and other information required for project evaluation and reporting.
• Assists the Project Evaluator with obtaining complete and timely project documentation from staff and coalition activities.
• Supports maintenance of the coalition action log, project calendar, implementation trackers, and other project-management tools.
• Assists with preparation and formatting of correspondence, presentations, reports, meeting materials, referral protocol guides, partner communications, and other project documents.
• Coordinates ordering and tracking of approved project office supplies, equipment, materials, and other administrative resources in accordance with Bridgeway procedures.
• Assists with administrative documentation related to project transportation supports, meeting expenses, training activities, and other approved grant expenditures as assigned.
• Maintains confidentiality of participant, partner, organizational, and project information in accordance with Bridgeway policies and applicable requirements.
• Performs general clerical and administrative duties necessary to support efficient day-to-day operation of the grant and coalition.
• Performs other grant-related administrative duties consistent with the scope and requirements of the BH-CSC project as assigned.
• Supports CQI efforts and outcome data measurement collection and reporting as well as state, federal or SAMHSA reporting requirements
• Ensure ordering of supplies and management of inventories
• Responsible for monthly American Express submission of receipts, Purchase Orders, and any needed invoicing.
• Provides clerical support to the team as needed
• A s needed, will be trained on, and will provide culturally competent follow up which addresses the diverse needs of the population served and as identified on the needs assessment

Skills

Microsoft Office

Bilingual Spanish

Tools

EHR systems

Job description

Bridgeway Behavioral Health Services in Hoboken, NJ, is looking for an Administrative Assistant to provide administrative and operational support for the BH-CSC project. The role requires Spanish-speaking abilities, strong MS Office and EHR skills, and the ability to coordinate meetings and manage project records.

The position offers a full-time schedule (Mon-Fri 9:00am-5:00pm) with a competitive salary and comprehensive benefits.