Job Specifications
Location
Middletown, NY
Workplace
On-site
Published
a month ago
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Administrative Assistant
Location: Middletown, NY (Scotchtown)Hours: M–F 8:30 am to 5 pmPay: $19.50- $21.00 per hour
About the Role
We’re seeking a highly organized and detail-oriented Administrative Assistant to support the Community Habilitation (Com Hab) program. This role is ideal for someone who thrives in a fast-paced environment, enjoys managing multiple responsibilities, and takes pride in supporting program operations that serve individuals with intellectual and developmental disabilities.
The Administrative Assistant plays a key role in ensuring smooth program operations by coordinating documentation, maintaining databases, preparing reports, and supporting leadership with scheduling and communication.
Key Responsibilities
Program & Leadership Support
Provide administrative support to the Vice President, Program Director, and Team Leaders
Manage calendars, scheduling, and meeting coordination
Prepare meeting materials and draft meeting minutes
Assist with program reports, spreadsheets, and documentation
Office Operations
Manage daily emails, phone calls, and general correspondence
Maintain organized filing systems and program documentation
Order office supplies and assist with general office operations
Perform additional administrative duties as needed to support program operations
Documentation & Data Management
Maintain accurate program records and documentation
Enter and manage data in program systems including IRMA, Choices, eVero, and Daily Management dashboards
Assist with intake documentation, DDP2 forms, and program records
Support preparation for internal and external audits
What We’re Looking For
Strong organization and attention to detail
Professional communication and customer service skills
Ability to manage multiple priorities in a fast-paced environment
Collaborative and service-oriented mindset
Experience supporting program leadership and coordinating administrative processes
Technical Skills: Microsoft Office (Excel, Word, Outlook, PowerPoint); experience with database systems and reporting tools preferred
Education/Experience: High school diploma required. Administrative experience in healthcare, human services, or nonprofit settings preferred.
About the Role
We’re seeking a highly organized and detail-oriented Administrative Assistant to support the Community Habilitation (Com Hab) program. This role is ideal for someone who thrives in a fast-paced environment, enjoys managing multiple responsibilities, and takes pride in supporting program operations that serve individuals with intellectual and developmental disabilities.
The Administrative Assistant plays a key role in ensuring smooth program operations by coordinating documentation, maintaining databases, preparing reports, and supporting leadership with scheduling and communication.
Key Responsibilities
Program & Leadership Support
Provide administrative support to the Vice President, Program Director, and Team Leaders
Manage calendars, scheduling, and meeting coordination
Prepare meeting materials and draft meeting minutes
Assist with program reports, spreadsheets, and documentation
Office Operations
Manage daily emails, phone calls, and general correspondence
Maintain organized filing systems and program documentation
Order office supplies and assist with general office operations
Perform additional administrative duties as needed to support program operations
Documentation & Data Management
Maintain accurate program records and documentation
Enter and manage data in program systems including IRMA, Choices, eVero, and Daily Management dashboards
Assist with intake documentation, DDP2 forms, and program records
Support preparation for internal and external audits
What We’re Looking For
Strong organization and attention to detail
Professional communication and customer service skills
Ability to manage multiple priorities in a fast-paced environment
Collaborative and service-oriented mindset
Experience supporting program leadership and coordinating administrative processes
Technical Skills: Microsoft Office (Excel, Word, Outlook, PowerPoint); experience with database systems and reporting tools preferred
Education/Experience: High school diploma required. Administrative experience in healthcare, human services, or nonprofit settings preferred.