Administrative Assistant

Job Title: Administrative Assistant

Grade: 16

Salary: $30000 - $32957

The Research Foundation for Mental Hygiene is seeking a qualified candidate to fill a part-time Administrative Assistant position. The Administrative Assistant will provide essential office support managing schedules coordinating meetings handling correspondences and ensuring seamless operation of the California Center of Excellence project under the IPS Employment Center at RFMH Inc. The Administrative Assistant will be required to have strong communication and interpersonal skills and the ability to work independently and as part of a addition attention to detail proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook) excellent time management skills and the ability to prioritize work handle multiple tasks and projects is required. This role also involves detailed documentation note taking and tracking and requires a typing speed of 60-70 WPM.

This is a part time position requiring 18.75 hours a week and will require being in the office at least 2 days a week.

The Administrative Assistant reports to and works closely with the Administrative Manager and the Director of the IPS Employment Center Initiative.

Duties and Responsibilities:

• Serving as a point of contact for the California project.
• Answering incoming calls and forwarding them to the relevant team members.
• Scheduling meetings and appointments - scheduling calls with counties creating Zoom meetings as requested along with Outlook invitations etc.
• Monitor submissions to the data system and follow-up with IPS supervisors as needed.
• Travel reimbursements for California Trainers including the review of receipts ensuring vouchers adhere to travel policy routing them for signatures and processing them through TIQR.
• Assists with the tracking of California students enrolled in the on-line IPS courses including documenting which course (name agency date course name) and their completion date; providing receipts for courses as requested sending individual links to students and troubleshooting access issues.
• Provide project support including creating detailed Excel workbooks to track deadlines
• Assist with fidelity and gap to fidelity scheduling in California
• Maintain record of the following in shared file: On-site training (length agency trainer date topics); On-site TA; Fidelity reviews (overall score agency reviewer(s) date); Fidelity Action Plans; Gap to fidelity assessments
• Events planning as needed: Find location for conference or training; Assist with registration; Ordering supplies meals as needed; Send/print agendas and other training materials to participants; Work with venue event coordinator as needed
• Participate in scheduled meetings as assigned
• Other duties as assigned.

Minimum Qualifications:

• High school diploma with (5) years of administrative assistance experience in an office setting; or associates degree with (3) years of such experience; or bachelors degree with (2) years of such experience
• At least (2) years of event planning and/or event management experience.
• Minimum 60-70 WPM or higher to meet the demands of the job effectively.

Work Location: 1051 Riverside Drive New York NY 10032

To Apply: Submit an application through our website at Please note only applications submitted through our website will be considered.

The Mission of the Research Foundation for Mental Hygiene Inc. (RFMH) is to promote the mental health of all New Yorkers with a focus on providing hope and supporting recovery for adults with serious mental illness and children with serious emotional disturbances. Applicants with lived mental health experience are encouraged to apply. RFMH is deeply committed to supporting underserved individuals organizations and communities. To this end RFMH is focused on implementing activities and initiatives to reduce disparities in access quality and treatment outcomes for underserved populations. A critical component of these efforts is ensuring that RFMH is a diverse and inclusive workplace where all employees unique attributes and skills are valued and utilized to support the mission of the Agency. RFMH is an equal opportunity/affirmative action employer.

The Research Foundation is a private not-for-profit corporation and is not an agency or instrumentality of the State of New York. Employees of the Research Foundation are not state employees do not participate in any state retirement system and do not receive state fringe benefits. Excellent Benefits Package. Affirmative Action/Equal Opportunity Employer - Disabled/Veteran 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a) compliant.

Required Experience:

Junior IC