Senior Administrative Coordinator

Child Mind Institute; City of Rochester (NY); On-site; USD 65,000 - 80,000; Full time

Benefits offered by this job

Medical Insurance

401(k)

Paid parental leave

Dependent care

Discounted tickets

Entertainment perks

Job summary

Child Mind Institute in Midtown, NY, seeks a Senior Administrative Coordinator for the Office of the President to provide high-level administrative support and ensure seamless operations.

You will manage calendars, meetings, travel, and daily billing within a HIPAA-compliant environment, supporting executive stakeholders and patient families.

Qualifications

• Bachelor’s degree in a related field.
• 2+ years in office management or operations coordination.
• Strong skills with database management, dashboards and reporting.
• Proficient with Microsoft Office and collaboration platforms.

Responsibilities

• Provide high-level administrative support to the President and Director, Office of the President, including calendar and inbox management.
• Coordinate meeting logistics, catering, room prep and daily refreshments; ensure timely starts and transitions.
• Manage travel arrangements and itineraries.
• Process invoices, reimbursements, and expense submissions accurately and promptly.
• Maintain daily operational flow of the Office of the President and prepare for the next business day.
• Deliver high-quality patient experience for families receiving care.
• Check in patient appointments and handle daily billing in the EMR system, following HIPAA guidelines.
• Manage prescription requests, prior authorizations and appeals.
• Perform additional job-related duties as assigned.

Skills

Database management systems

Microsoft Office Suite

Dashboard/reporting skills

Collaboration platforms

Workspace management

Education

Bachelor’s degree in a related field

Tools

EMR system

Calendars & scheduling tools

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Full Time Clerical New York, NY, US

Salary Range: $65,000.00 To $80,000.00 Annually

Child Mind Institute

Midtown, NY

About Child Mind Institute

We're dedicated to transforming the lives of children and families struggling with mental health and learning disorders by giving them the help they need. We've become the leading independent nonprofit in children's mental health by providing gold-standard evidence-based care, delivering educational resources to millions of families each year, training educators in underserved communities, and developing tomorrow's breakthrough treatments.

As the Senior Administrative Coordinator, Office of the President, you will report to the Director, Office of the President. You will provide high-level administrative and operational support, ensuring the efficient day-to-day functioning of the Office of the President. The Senior Administrative Coordinator manages administrative workflows, coordinates meetings and logistics, supports clinical operations processes, and helps maintain a seamless experience for both executive stakeholders and patient families. This role requires exceptional organization, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

You Will:

• Provide comprehensive administrative support to the President and Director, Office of the President, including managing calendars and inboxes, prioritizing communications, and preparing meeting materials.
• Coordinate meeting logistics, including catering arrangements and room preparation; prepare daily coffee and lunch for the President; and ensure meetings start and transition on time.
• Manage travel arrangements, including itineraries, logistics, and related documentation.
• Process invoices, reimbursements, and expense submissions in a timely and accurate manner.
• Maintain daily operational flow of the Office of the President, including end-of-day office close-down procedures and preparation for the following business day.
• Provide high-quality patient experience for families receiving care at Child Mind Institute.
• Check in patient appointments and process daily billing through the electronic medical record (EMR) system.
• Follow HIPAA guidelines and maintain accurate and updated patient records.
• Manage prescription requests, prior authorizations and appeals for medication requests.
• Perform additional job-related duties as assigned.

Work Schedule

This position is expected to work 11:00 AM – 7:00 PM, Monday through Friday, to support the operational needs of the Office of the President.

You Have:

• Bachelor’s degree in a related field.
• 2 years of experience in office management or operations coordinator role.
• Skilled in using database management systems, including workspace management, generating reports and maintaining dashboards.
• Strong proficiency in office software and tools, including Microsoft Office Suite and collaboration platforms.

Our great compensation package and benefits include medical insurance, 401(k), paid parental leave, dependent care, discounted tickets and entertainment perks programs. For more information about our benefits, please visit our employee benefits website .

Pay Range

The salary range for the position is posted. Factors such as candidate's work experience, education/training, job‑related skills, internal peer equity, as well as market and business considerations affect the salary offered within this range. In addition, this salary may be subject to a geographic adjustment (according to a specific city and state and depending on the role), if an authorization is granted to work outside of the location listed in this posting.

Child Mind Institute is committed to fostering an inclusive and equitable workplace where all individuals are treated with respect and dignity. We are proud to be an equal opportunity employer and prohibit discrimination and harassment of any kind.