Administrative Assistant

Job Description

Job Description

Job Title: Administrative Assistant

Grade: 16

Salary: $60,413 - $67,547

The Research Foundation for Mental Hygiene is seeking a qualified candidate to fill a full-time Administrative Assistant position. The Administrative Assistant will provide essential office support, managing schedules, coordinating meetings, handling correspondence, 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 team. In 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 will be essential to the position. The Administrative Assistant reports to and works closely with the Administrative Manager and the Director of the IPS Employment Center Initiative.

Duties and Responsibilities:

Duties and Responsibilities include but are not limited to:

• Duties and Responsibilities include but are not limited to:

• Serving as a point of contact for the California project.
• Answering incoming calls and forwarding them to the relevant team members.
• Scheduling of 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 Authorizations and reimbursements for California Trainers, including making travel arrangements, the review of receipts, ensuring vouchers adhere to travel policy, routing them for signatures, and processing them through TIQR.
• Oversight of the online IPS Courses. This includes tracking which California students take online courses (name, agency, date, course name) and their completion of the course; providing receipts for courses as requested, sending individual links to students and troubleshooting access issues.
• Provide project support including tracking 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 (see above)
  • 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
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• 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 associate's degree with (3) years of such experience; or Bachelor's degree with (2) years of such experience
• At least (1) year of large event planning and/or event management experience.

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.