Administrative Assistant

Since opening in 1987, New Hope Treatment Centers has provided a welcoming and supportive environment for youth experiencing crisis through a relational approach to behavioral healthcare. The Administrative Assistant is responsible for providing high-level administrative and clerical support to ensure the smooth and efficient operation of daily business activities in the corporate office. This role supports reporting, organization, and general office functions while maintaining strict confidentiality and accuracy

Essential Duties and Responsibilities

The essential functions include, but are not limited to, the following:

· Manage front desk operations, including answering and routing calls, greeting visitors, and maintaining a professional and welcoming reception area.

· Manage and distribute incoming deliveries and assist with general administrative tasks.

· Provide administrative support, including scheduling, meeting coordination, and correspondence

· Maintain and organize records, files, and documentation (both electronic and paper)

· Coordinate and run office-related errands (e.g., supply pickups, deliveries, banking tasks)

· Plan, organize, and execute office events such as team meetings, celebrations, and staff functions

· Order and maintain office supplies and ensure the workplace is well-stocked

· Support management with special projects and day-to-day tasks as needed

· Prepare and distribute reports, summaries, and presentations as requested

· Assist with tracking invoices, payments, and general recordkeeping

· Monitor and order office supplies

· Answer phones and respond to emails and general inquiries

· Maintain strict confidentiality of Protected Health Information (PHI) and ensure compliance with HIPAA and organizational privacy policies.

· Perform other duties as needed/assigned by supervisor.

Competencies

The Administrative Assistant must demonstrate competence in the following areas:

· Strong attention to detail and high level of accuracy

· Excellent organizational and time management skills

· Ability to handle confidential and sensitive information

· Strong communication and interpersonal skills

· Ability to multitask and prioritize in a fast-paced environment

· Problem-solving skills and a proactive approach

· Ability to work both independently and as part of a team

Minimum Qualifications

· High School Diploma or GED.

· Must be at least 21 years of age.

· 1–3 years of administrative or clerical experience

· Basic knowledge of office procedures and recordkeeping

· Ability to pass required background checks, drug screening, and any state-mandated employment clearances.

Preferred Qualifications

· Bachelor’s degree in Business Administration or related field from an accredited college or university.

· Proficiency in Microsoft Office Suite (Excel, Word, Outlook)

· Experience with administrative or data systems preferred

Required Knowledge, Skills, and Abilities

· Strong interpersonal and communication skills.

· Ability to manage multiple priorities and maintain organized records.

· Ability to work independently and as part of a multidisciplinary team.

· Professional judgment, discretion, and ethical conduct.

· Proficiency with electronic health records and standard office technology.

Physical and Work Environment Requirements

· Ability to sit, stand, walk, bend, twist and use standard office equipment.

· Ability to respond to crisis situations, which may require quick movement.

· Ability to lift up to 25 lbs.

· Reasonable accommodation may be made to enable qualified individuals with disabilities to perform essential job functions.