Administrative Assistant

POSITION ANNOUNCEMENT

Administrative Assistant

Grade 15

Salary Range: $56,765 - $67,981

The Research Foundation for Mental Hygiene, Inc. is seeking one (1) qualified candidate to fill the full-time position of Administrative Assistant to support the Assistant Commissioner Office of the Bureau of Alcohol and Drug Use (BADU).

Description of Division/Bureau:

The Division of Mental Hygiene is responsible for developing, procuring, and monitoring contracts with community agencies and hospitals to ensure that New York City residents - particularly children, adolescents, and adults with behavioral health concerns - have access to a wide network of mental hygiene treatment programs and support services. The Division also conducts needs assessments and epidemiological analyses, creates annual plans for the state, develops and implements policy and programmatic initiatives, and evaluates the performance of the mental hygiene system.

The Bureau of Alcohol and Drug Use (BADU) works to close gaps and reduce overall morbidity and mortality related to alcohol and substance use among New Yorkers. BADU develops, implements, and evaluates interventions and prevention strategies through contracting treatment, recovery and support services; policy analysis and development; epidemiology and surveillance; dissemination of treatment and management guidelines; harm reduction initiatives; public and provider outreach and education; and community involvement and interagency collaboration.

The successful candidate will possess exceptional interpersonal, written and verbal communication skills, be detail-oriented with outstanding organizational skills, possess the ability to multi-task in a fast-paced, high-volume environment, and be able to work independently and as part of a team

Job Duties and Responsibilities:

Under the direction of the Assistant Commissioner, with wide latitude for independent judgment and initiative, the Administrative Assistant will perform the following tasks:

• Manage the Assistant Commissioner's calendar/schedule of activities; coordinate and confirm appointments, internal and external meetings, and conference attendance.
• Coordinate the Assistant Commissioner's travel arrangements, hotel, air/ground transportation, and submit pre and post travel requests through Travel Desk.
• Arrange visits for international and domestic visitors and prepare itineraries.
• Arrange for visits to city programs and prepare itineraries.
• Coordinate bureau-wide correspondence, notices, and communications.
• Assist with obtaining Assistant Commissioner's review/approval for staff projects/assignments.
• Coordinate weekly, monthly and quarterly meetings with Bureau and Agency personnel: arrange for appropriate conference space for meetings; notify participants of scheduled meetings, track RSVPs, prepare meeting notices, agendas or meeting notes, and meeting packets; coordinate room reservations, setup, refreshments, and equipment required for meetings as necessary.
• Coordinate internal and external event planning and logistics on behalf of the bureau and the Assistant Commissioner's Office.
• Track bureau publications and educational materials, ensuring consistent stock for programmatic use and coordinating reprints storage.
• Manage new bureau staff orientation, onboarding, and welcoming.
• Other administrative tasks as needed, including Bureau operation tasks and administrative support for others in the Bureau as assigned.

Minimum Qualifications:

• Baccalaureate degree from an accredited college/university and 2 years of full‐time clerical/administrative experience
• Associate's degree from an accredited college/university and 3 years of full clerical/administrative experience
• One (1) year of experience must have been in an administrative capacity that involves performing clerical, administrative, and coordination duties on behalf of a broader team or organization
  

Preferred Qualifications:

• Possess exceptional interpersonal, written and verbal communication skills.
• Detail-oriented with outstanding organizational skills.
• Ability to multi-task in a fast-paced, high-volume environment.
• Ability to work independently and as part of a team
• Proficiency in Microsoft Office.
• Interest or prior experience working in harm reduction, overdose prevention, or substance use disorder field broadly preferred but not required

Remote Work Policy: DOHMH employees working through RFMH are allowed a Hybrid option post training and onboarding.

Sponsorship Policy: Applicants must be currently authorized to work in the United States. This location does not sponsor or assume sponsorship of employment visas at this time.

Location: 42-09 28th Street, Long Island City, NY 11101

To Apply: Submit a resume and cover letter on our website at https://rfmh.applicantpro.com/jobs/ . 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.