Administrative Assistant II-World Trade Center Mental Health Program

The World Trade Center Health Program at the Mount Sinai Clinical Center of Excellence offers high-quality compassionate healthcare to those directly affected by the September 11th terrorist attacks. Services include medical monitoring and treatment and mental health services for eligible 9/11 responders.
The Administrative Assistant II will be responsible for providing a wide variety of administrative support services including preparation and control of records statistics and reports regarding operations and personnel matters.

The Administrative Assistant II will provide assistance to the Director of the Program with day to day office operation tasks such as reception duties appointment and calendar maintenance phone and mail screening. Also will perform tasks that the clinic is obligated to carry out per the WTC Program contract with NIOSH by assisting in monitoring evaluating and increasing the effectiveness and efficiency of the program. Reports to WTC MH Program Manager.

Researches locates and compiles information for reports. Assembles and categorizes figures for computation and calculations. Prepares statistical reports.
Assists in the planning and logistical arrangements for forums conferences workshops and meetings.
Serves as a liaison with other departments or external parties to as necessary to accomplish objectives and or complete projects or assignments.
Investigates evaluates and resolves typical administrative or operational problems or situations affecting the work unit.
Checks materials submitted for supervisors attention to ensure all relevant data authorizations and pertinent information are included.
Screens and schedules patient appointments.
Serves as an intermediary between supervisor and other departmental staff by transmitting written and oral requests messages and instructions.
Screens and prioritizes all incoming mail for needed action and follow up.
Distributes incoming mail requiring attention to appropriate individual(s).
Provides front-end coverage as needed either at WTC MH monitoring or treatment location.
Monitors and updates schedules and available databases with visit status visit status reminders and follow-up appointments.
Maintains patient files in electronic medical records system.
Enters data from questionnaires completed by patients to an internal database.
Scans and uploads copies of questionnaires completed by patients to an internal database or electronic medical records system.
Performs data entry QA.
Performs other related duties as assigned.

• Associates degree or equivalent combination of experience (Bachelors preferred).
• 4 years related administrative or business experience
• Experience working in a mental health practice is preferable

• Proficiency in Microsoft Office suite

  Preferred Competencies

  -Knowledge of office and administrative practices
  -Skill in use of personal computers and software
  -Adaptability: Maintains effectiveness when experiencing major changes in work responsibilities or environment;
  -Adjusts effectively to work within new work structures processes requirements or cultures.
  -Applies Learning: Assimilates and applies new job-related information in a timely manner.
  -Builds Customer Loyalty: Effectively meets customer needs; builds productive customer relationships; takes responsibility for customer satisfaction and loyalty.
  -Builds Strategic Work Relationships: Develops and uses collaborative relationships to facilitate the accomplishment of work goals.
  -Communication: Clearly conveys information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand and retain the message.
  -Contributes to Team Success: Actively participates as a member of a team to move the team toward the completion of goals.
  -Decision Making: Identifies and understands issues problems and opportunities; compares data from different sources to draw conclusions; uses effective approaches for choosing a course of action or developing appropriate solutions; takes action that is consistent with available facts constraints and probable consequences.
  -Initiates Action: Takes prompt action to accomplish objectives; takes action to achieve goals beyond what is required; is proactive.
  -Manages Work (includes Time Management: Effectively manages ones time and resources to ensure that work is completed efficiently.
  -Quality Orientation: Accomplishes tasks by considering all areas involved no matter how small; shows concern for all aspects of the job; accurately checks processes and tasks; is watchful over a period of time.
  -Stress Tolerance: Maintains stable performance under pressure or opposition (such as time pressure or job ambiguity); handles stress in a manner that is acceptable to others and to the organization.