Senior Administrative Coordinator

Child Mind Institute; New York (NY); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Medical insurance

401(k)

Paid parental leave

Dependent care

Discounted tickets and entertainment

Job summary

Child Mind Institute in Midtown, NY seeks a Senior Administrative Coordinator, Office of the President, to provide high-level administrative support, manage calendars, coordinate meetings and travel, and ensure smooth executive operations.

The role requires discretion, superb organization, and the ability to handle multiple priorities in a fast-paced nonprofit. Experience with EMR systems and HIPAA is a plus.

Qualifications

• Bachelor's degree and 2 years of office management experience.
• Ability to manage calendars, meetings, and travel.
• Experience with HIPAA-compliant environments is a plus.

Responsibilities

• Provide comprehensive administrative support to the President and Director, including calendars and inbox management, and meeting materials.
• Coordinate meeting logistics, catering, room setup, and daily prep for executive meetings.
• Manage travel arrangements and itineraries; ensure timely, accurate documentation.
• Process invoices, reimbursements, and expenses.
• Maintain daily operational flow of the Office of the President and prepare for the next business day.
• Provide high-quality patient experience for families receiving care.
• Check in patient appointments and process daily billing via EMR system.
• Follow HIPAA guidelines and maintain updated patient records.
• Manage prescription requests, prior authorizations, and appeals for medications.
• Perform other job-related duties as assigned.

Skills

Calendar management

Inbox management

Meeting logistics coordination

Travel coordination

Education

Bachelor's degree in a related field

Tools

EMR system

Microsoft Office Suite

Workspace management software

Job description

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.

Position Details

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.

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.

Position Details

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 Benefits

• Our great compensation package and benefits include medical insurance, 401(k), paid parental leave, dependent care, discounted tickets and entertainment perks programs.

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.