Administrative Assistant New Life

LLC - 3.2

Richmond, VA Job Details Full-time $16 - $18 an hour 15 hours ago Benefits Health insurance Dental insurance 401(k) Paid time off Employee assistance program Vision insurance Life insurance Qualifications Computer operation Google Workspace Word processing Spreadsheets Writing skills Administrative experience Client database systems Organizational skills Clerical experience Productivity software Clinical confidentiality policies Full Job Description Administrative Assistant The full-time Administrative Assistant manages daily office procedures and provides administrative support for an onsite mental health Partial Hospitalization Program (PHP). This position is a primary point of contact for program clients and works closely with caseworkers, clinical staff, and agency leadership. The ideal candidate is organized, professional, compassionate, and comfortable interacting with individuals who may have mental health disorders or be experiencing emotional distress. Responsibilities include answering routine program questions, assisting clients with intake and onboarding paperwork, maintaining accurate client lists, and updating information in the agency's electronic records platform. This position reports to the Program Clinical Director and regularly coordinates with program caseworkers.

Immediate Supervisor:

Program Clinical Director Employment Type:

Full-time Duties and Responsibilities Oversee general office coordination and support the program's daily administrative needs. Welcome clients in a respectful, professional, and compassionate manner. Interact appropriately with individuals who may have mental health disorders or be experiencing emotional distress. Answer routine questions about the program and refer treatment-related, crisis-related, or other sensitive questions to the appropriate staff member. Assist new clients with intake and initial onboarding paperwork, including reviewing forms for completeness and following up on missing information. Maintain accurate client lists, contact information, enrollment records, attendance records, and other program documentation. Enter, update, and maintain client information in the agency's electronic records platform accurately and promptly. Protect the confidentiality and security of client, staff, and agency information in accordance with applicable privacy requirements and agency policies. Coordinate with the Program Clinical Director, caseworkers, and other program staff regarding schedules, paperwork, client information, and administrative needs. Maintain the program calendar and coordinate meetings, staff schedules, and program activities. Answer telephone calls, take accurate messages, respond to routine questions, and direct callers to the appropriate staff member. File and retrieve organizational documents, client records, reports, and other program materials according to agency procedures. Maintain administrative records related to staff, office space, telephones, parking, office keys, and company purchasing cards. Create and revise reports, memos, letters, spreadsheets, forms, and other documents using Google Workspace, Microsoft Office, or similar software. Compile data and prepare reports or presentation materials for agency leadership and program staff. Monitor and maintain the inventory of office equipment and supplies. Obtain authorization before placing supply orders. Arrange for the repair and maintenance of office equipment as needed. Support staff with assigned projects and time-sensitive administrative work. Follow agency procedures when addressing disruptive behavior, safety concerns, or potential mental health crises. Promptly notify the appropriate program staff when assistance is needed. Perform other duties as assigned. Knowledge, Skills, and Abilities Professional, proactive, dependable, and highly organized. Comfortable working in a mental health program and interacting with individuals who may have mental health disorders. Able to remain calm, respectful, and compassionate during sensitive or challenging interactions. Strong written and verbal communication skills. Good analytical, organizational, and problem-solving skills. Knowledge of general office administration, planning, scheduling, and records management. Strong attention to detail and commitment to accurate recordkeeping. Ability to manage multiple priorities in a busy program environment. Ability to maintain professional boundaries and protect confidential information. Ability to work independently and collaboratively with the Program Clinical Director, caseworkers, and other staff. Ability to learn and use electronic records systems and other office technology. Sound judgment and the ability to recognize when a question or concern should be referred to an appropriate program staff member. Minimum Qualifications At least three years of general office, administrative, or clerical experience. Proficiency with computers, email, word-processing software, spreadsheets, and electronic recordkeeping systems. Knowledge of basic office-management and organizational practices. Strong interpersonal and client-service skills. Ability to work effectively both independently and as part of a team. Ability to maintain client confidentiality and comply with agency privacy policies. Ability to complete any background checks, training, or other employment requirements established by the agency. Preferred Qualifications Associate degree in business administration, human services, psychology, social work, or a related field. Previous administrative experience in a mental health, behavioral health, day treatment, or human-services program. Experience using an electronic records platform. Familiarity with mental health terminology, client-intake procedures, and onboarding documentation. Work Environment This position is based onsite within a mental health day treatment program. The Administrative Assistant has regular contact with participating clients and works closely with the Program Clinical Director, caseworkers, and other program personnel. The role requires discretion, patience, emotional maturity, and the ability to maintain a calm, professional presence throughout the workday.

Job Type:

Full-time Pay:

$16.00 - $18.00 per hour Expected hours: 40.0 per week

Benefits:

401(k) Dental insurance Employee assistance program Health insurance Life insurance Paid time off Vision insurance

Work Location:

In person