Office Admin/EHR Support Specialist

The Center for Family Support Inc.; New York (NY); On-site; USD 27,276 - 38,848; Full time

Job summary

The Center for Family Support Inc. is hiring an Office Admin/EHR Support Specialist based in Staten Island. This role involves supporting daily operations and maintaining electronic health records. Responsibilities include administrative coordination, reporting, and acting as the main point of contact for office activities.

The position requires excellent organizational skills, proficiency in Microsoft Office tools, and the ability to manage multiple tasks efficiently. A High School Diploma is required, and prior experience with Therap is preferred.

Qualifications

• High School Diploma or equivalent required.
• Clerical experience and Therap preferred.

Responsibilities

• Support daily office operations and maintain accurate EHR systems.
• Manage Therap system functions, including profile creation.
• Generate and review various reports to ensure data accuracy.

Skills

Office administration and coordination

Data entry and database management

Event and staff engagement coordination

Administrative support and executive assistance

EHR system administration (Therap proficiency)

User access and permissions management

Scheduling and attendance tracking

Documentation management and organization

Reporting and data analysis

Compliance monitoring and audit readiness

Internal communication and collaboration

Technical proficiency in administrative systems

Attention to detail and accuracy

Problem solving and process improvement

Time management and prioritization

Education

High School Diploma or equivalent

Tools

Therap

Microsoft Office 365

HRIS systems

Job description

Job Title

Office Admin/EHR Support Specialist

Location

Staten Island

Reports to

VP of EHR Operations

Department

Community

FLSA/Status

Non-Exempt/Full-Time

Position Summary

The Office Administrator / EHR Support plays a critical dual role in supporting daily office operations and maintaining accurate electronic health record (EHR) systems. This position is responsible for ensuring efficient administrative coordination, accurate data management, and compliance with organizational and regulatory standards. Serving as the point person for office-based activities, the role oversees event coordination, staff engagement initiatives, and general office support to maintain smooth day-to-day operations. In addition, the position provides direct support to the VP of EHR Operations by managing Therap system functions, including profile creation and maintenance, user access permissions, documentation organization, and attendance tracking. The role is highly data-driven and requires consistent monitoring of reports, auditing of electronic records, and proactive resolution of discrepancies to ensure accuracy, compliance, and audit readiness. Strong communication and collaboration skills are essential, as the position utilizes Microsoft Outlook and Teams to coordinate across departments and ensure timely information sharing.

Office Administration Tasks

• Enter and update pertinent information in databases to ensure all events are posted, records are current and accurate.
• Point person for office-based activities, such as DSP week and other office celebrations.
• Support general administrative coordination to help maintain smooth day-to-day office operations.
• Assist VP of EHR Operations with EHR Support functions.

EHR / Therap Tasks

• Create and manage Therap profiles for newly enrolled individuals and discharge profiles for those who have left the program.
• Use Microsoft Outlook and Teams to share relevant information and communicate effectively with the team.
• Manage access permissions for staff in Therap and HRIS systems to ensure appropriate access levels.
• Enter Day Hab schedules into the Therap Attendance Module to maintain accurate attendance records.
• Upload and organize service documentation within the appropriate modules to ensure easy access and retrieval.
• Generate and review reports such as ISP Data deletion reports, CBPV, HES, SEMP reports, and billing reminders to ensure data accuracy and completeness.
• Review electronic records every three months to ensure they are audit-ready and compliant with regulations.

Competencies

• Office administration and coordination — Manages day-to-day office operations, including maintaining accurate records, coordinating events such as DSP Week and office celebrations, and ensuring smooth administrative workflows.
• Data entry and database management — Accurately enters, updates, and maintains information across multiple systems to ensure records are current, complete, and compliant with organizational standards.
• Event and staff engagement coordination — Plans and supports internal events and initiatives that promote staff engagement, teamwork, and organizational culture.
• Administrative support and executive assistance — Provides proactive administrative and operational support to leadership, including assisting the VP of EHR Operations with EHR-related functions and coordination tasks.
• EHR system administration (Therap proficiency) — Creates, maintains, and discharges individual profiles in Therap, ensuring accurate documentation and system integrity.
• User access and permissions management — Manages staff access levels within Therap and HRIS systems, ensuring appropriate permissions, security, and compliance with organizational policies.
• Scheduling and attendance tracking — Enters and maintains Day Hab schedules within the Therap Attendance Module to ensure accurate attendance documentation and reporting.
• Documentation management and organization — Uploads, categorizes, and maintains service documentation within appropriate systems to ensure accessibility, consistency, and audit readiness.
• Reporting and data analysis — Generates and reviews reports such as ISP Data deletion reports, CBPV, HES, SEMP, and billing reminders to identify discrepancies, ensure accuracy, and support operational decision-making.
• Compliance monitoring and audit readiness — Conducts quarterly reviews of electronic records to ensure compliance with regulatory standards and maintains continuous audit readiness.
• Internal communication and collaboration — Uses Microsoft Outlook and Teams to effectively communicate, share updates, and collaborate with cross-functional teams.
• Technical proficiency in administrative systems — Demonstrates strong working knowledge of Therap, HRIS systems, and Microsoft Office 365 to support efficient operations and reporting.
• Attention to detail and accuracy — Ensures high levels of precision in data entry, reporting, recordkeeping, and documentation management.
• Problem solving and process improvement — Identifies issues within administrative and EHR processes and implements practical solutions to improve efficiency and accuracy.
• Time management and prioritization — Effectively manages multiple responsibilities, deadlines, and competing priorities in a fast-paced environment.
• Professional integrity and confidentiality — Maintains strict confidentiality of sensitive participant and staff information while adhering to ethical and compliance standards.
• High School Diploma or equivalent required.
• Clerical experience and Therap preferred.

USD $24.00 - USD $24.00 /Hr.