Executive & Program Administrative Assistant

The Childrens Center of Hamden; Hamden (CT); On-site; USD 25,000 - 32,000; Full time

Job summary

The Children’s Center of Hamden is seeking an Administrative Assistant to provide essential clerical support under the supervision of the Executive Assistant. You will assist multiple departments, manage confidential client information, and help coordinate scheduling, reports, and transportation.

The role requires strong organizational skills, 5+ years in admin support, and proficiency with Microsoft Office, ADP platforms, and Carelogic. This is a full-time, on-site position in Hamden, CT.

Qualifications

• High school diploma or equivalent required.
• 5 or more years of administrative assistance experience preferred.
• Excellent organizational abilities, ability to handle confidential information, and strong verbal and written communication skills; ability to prioritize and manage tasks.

Responsibilities

• Update and manage client data in the database with admissions, discharges, and document uploads; maintain census.
• Coordinate with licensing agencies, external providers, and guardians; prepare and submit reports and information requests.
• Maintain accurate paperwork and records; ensure confidentiality per agency policies and procedures.
• Provide proactive support to the Program Director or VP; help manage tasks, priorities, and daily operations.
• Offer reception and cross-departmental administrative support; cover for administration during lunches and staff absences.
• Prepare and submit reports to support program operations.
• Schedule appointments and transportation; ensure timely and accurate arrangements.
• Monitor office equipment and facilities; submit work orders as needed.
• Record detailed minutes for meetings; transcribe psychiatrists’ dictation for clinical documentation.
• Manage office supply inventory and restock; process purchase orders and invoices for approval.

Skills

Administrative support

Confidentiality

Communication

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

ADP WFM

ADP WFN

Carelogic by Qualifacts

Job description

The Children’s Center of Hamden is seeking an Administrative Assistant to provide essential clerical support under the supervision of the Executive Assistant. You will assist multiple departments, manage confidential client information, and help coordinate scheduling, reports, and transportation.

The role requires strong organizational skills, 5+ years in admin support, and proficiency with Microsoft Office, ADP platforms, and Carelogic. This is a full-time, on-site position in Hamden, CT.