Administrative Assistant

Make a Future at Bridgeway! 

Who we are: Bridgeway values and promotes quality clinical and administrative practices to foster the best outcomes for persons who come to us for behavioral healthcare. We offer a work environment that supports teamwork, creativity, innovation, professional growth and dedication to the work. At Bridgeway, we never stop growing and innovating our vision of behavioral healthcare for the future.

Why you should apply: As a Administrative Assistant, you will join an evidence-based program and a dynamic team for the opportunity to learn and refine your clinical and engagement skills and accomplish your dream of helping people to make progress on their unique recovery journeys. The work is sometimes challenging and always rewarding by engaging with persons we serve and co-workers as we all learn, grow, and thrive. 

Department: Hudson County Behavioral Health-Community Safety Coalition

Salary: $60,000                 

Location: Hoboken, NJ (Serving Hudson County)

Schedule: Monday-Friday 9:00am-5:00pm

Position Overview: Provide administrative and operational support for the BH-CSC, serve as the primary point of contact for coalition partners and project activities.

Essential Job Functions:

• Provides comprehensive administrative and operational support for the BH-CSC and grant-funded project activities.
• Serves as a routine point of contact for coalition partners and assists with responding to and routing project-related inquiries to appropriate staff.
• Provides administrative support to the Project Director, Project Coordinator, Project Evaluator, and coalition committees.
• Schedules and coordinates coalition meetings, partner convening’s, workgroups, trainings, focus groups, listening sessions, and other project activities.
• Coordinates meeting logistics, including invitations, calendars, meeting space, virtual meeting access, materials, equipment, and participant communications.
• Prepares and distributes meeting agendas, materials, sign-in documentation, and other project information at the direction of project leadership.
• Records and maintains meeting minutes, attendance records, action items, and other required coalition documentation.
• Maintains current coalition partner contact lists, committee membership lists, designated points of contact, and distribution lists.
• Provides administrative support for partner recruitment, outreach, and communication activities.
• Assists with preparation, routing, tracking, filing, and maintenance of MOUs, data-sharing agreements, and other partnership documents.
• Maintains organized electronic and paper project files and supports use of DocuWare and other approved document-management systems.
• Maintains administrative tracking systems for project deadlines, deliverables, meetings, trainings, partner commitments, and follow-up activities.
• Provides administrative support for the CNRA, including scheduling focus groups, distributing surveys and materials, coordinating stakeholder participation, and organizing project records.
• Provides administrative and logistical support for Mental Health First Aid, Youth Mental Health First Aid, QPR, trauma-informed care, and other coalition-sponsored trainings.
• Maintains training registrations, attendance records, sign-in sheets, certificates, pre/post assessment documentation, and related records.
• Supports collection and organization of referral logs, outreach records, surveys, training records, service rosters, and other information required for project evaluation and reporting.
• Assists the Project Evaluator with obtaining complete and timely project documentation from staff and coalition activities.
• Supports maintenance of the coalition action log, project calendar, implementation trackers, and other project-management tools.
• Assists with preparation and formatting of correspondence, presentations, reports, meeting materials, referral protocol guides, partner communications, and other project documents.
• Coordinates ordering and tracking of approved project office supplies, equipment, materials, and other administrative resources in accordance with Bridgeway procedures.
• Assists with administrative documentation related to project transportation supports, meeting expenses, training activities, and other approved grant expenditures as assigned.
• Maintains confidentiality of participant, partner, organizational, and project information in accordance with Bridgeway policies and applicable requirements.
• Performs general clerical and administrative duties necessary to support efficient day-to-day operation of the grant and coalition.
• Performs other grant-related administrative duties consistent with the scope and requirements of the BH-CSC project as assigned.
• Supports CQI efforts and outcome data measurement collection and reporting as well as state, federal or SAMHSA reporting requirements
• Ensure ordering of supplies and management of inventories
• Responsible for monthly American Express submission of receipts, Purchase Orders, and any needed invoicing.
• Provides clerical support to the team as needed
• As needed, will be trained on, and will provide culturally competent follow up which addresses the diverse needs of the population served and as identified on the needs assessment

Requirements

Education/Certifications:

• HS diploma/GED required; associate degree preferred. 
• Proficiency with Microsoft Office and EHR systems. Bi-Lingual Spanish speaking required. Reports to Project Director. 

Experience:

• Experience in healthcare, BH, or administrative support; organizational, communication, and customer service skills. 

Driver’s License, Vehicle:

• Valid driver’s license required
• No more than one moving violation within the past 12 months
• Vehicle required

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 EXCELLENT BENEFITS:

• Benefits: Medical, Dental, Vision, 403b, basic life and AD&D, flexible spending accounts, EAP
• Eligible for medical benefits after 30 days of employment 
• Flexible work schedules, clinical training series, leadership development program
• 10 paid holidays (an 11th after 2 years of employment), generous vacation and sick time

Bridgeway Behavioral Health Services was founded on a strong desire to fight disparity and injustice alongside people living with behavioral health conditions. We are dedicated to providing a multicultural workplace where everyone feels a sense of purpose and belonging. We provide equal opportunity for employees and applicants in all aspects of the employment relationship, without regard to race, color, national origin, sex, sexual orientation, gender, marital status, military or veteran status, disability, age, religion, or any other classification protected by law.