Administrative Assistant

ADMINISTRATIVE ASSISTANT

Job Summary

The Administrative Assistant will be responsible for managing the front desk lobby, answering and directing all incoming phone calls, welcoming and check-in new patients, completing clerical tasks for the office and other administrative tasks as assigned by the supervisor. Ascendant New York is an inpatient detox, rehab and outpatient facility located in Midtown Manhattan. Ascendant New York is licensed by the State of New York’s Office of Addiction Services & Supports (OASAS), accredited by the Joint Commission, and is looking for an Administrative Assistant. Position is full-time at 40 hours per week, salary range is $24.04/hour to $28.84/hour. Must have at least an Associate’s Degree.

Responsibilities and Duties

Responsibilities include:

• Manage the front desk lobby (greet patients/staff/visitors in the front desk lobby, answer and direct phone calls, maintain visitor log, order/maintain office supplies, provide information by answering questions and requests, receive/sort/distribute mail, filing/copying/faxing sensitive documents,


• Welcome and check-in new patients upon admission,


• Provide administrative support to the leadership team,


• Maintains spreadsheets, databases, and reports,


• Coordinate office procedures, resolve administrative problems, implement clerical duties & develop/update administrative processes to make them more efficient


• Daily walk through of the space to ensure ambiance standards for patient care are met


• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques,


• Provide support with company events for staff morale (e.g. organizing birthday events and annual holiday party),


• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies


• Carry out administrative duties such as data entry, filing, typing, copying, binding, scanning, etc.


• Handle sensitive information in a confidential manner


• Any other tasks as assigned by supervisor

Qualifications and Skills

Must have minimum Associates Degree, minimum age 18+, authorized to work in the U.S.

• Someone who is professional, warm and welcoming, organized, has an eye for detail, and a passion for helping others would be the best fit for this role

• Proven admin or assistant experience


• Innovative problem-solving abilities, effective oral and written communication skills, and effective interpersonal skills

• Proficiency with Microsoft Office (Word, Excel, Powerpoint, Sharepoint, Calendars) – ability to develop and manage spreadsheets is required


• Computer proficiency with electronic health records; knowledge of KIPU is preferred but not required


• Knowledge of office management systems and procedures


• Excellent time management skills and ability to multi-task and prioritize work

Benefits

Health insurance (medical, dental, vision), 80 hours vacation time & 40 hours sick time per year, 401k match, commuter benefits