Admin Assistant - Human Services

When you work for Gateway Hudson Valley, you make a difference in people's lives.

Our Vision: To be a leader in supporting individuals as they strive to achieve a hopeful, satisfying, active, and contributing life.

Rate of pay commensurate with years of experience at GHV

We offer Medical, Dental, Life Insurance, 403(b) Retirement, Holidays, and generous PTO

POSITION SUMMARY

The Administrative Assistant to the Vice President of Residential Services provides comprehensive administrative support to enhance the efficiency and effectiveness of the department. This role involves managing schedules, coordinating meetings, preparing documents and reports, and maintaining confidential records. The Administrative Assistant serves as a key liaison between the Vice President and internal departments, external partners, and stakeholders. The successful candidate will possess strong organizational and communication skills, attention to detail, and the ability to multitask in a fast-paced environment. The role requires a proactive and professional approach to ensure smooth operations and support the Vice President in achieving departmental goals and objectives for both the Residential and Nursing departments.

ESSENTIAL RESPONSIBILITIES

• Completes a broad variety of administrative tasks including: Managing deadlines, managing an active calendar of appointments, completing expense reports, coordinating the activities of the executive office, composing and preparing confidential correspondence, agendas, making and answering phone calls, and other administrative tasks as assigned.
• Develops presentations, spreadsheets, or other data related materials.
• Assist in the development and organization of depart and program policies and procedures.
• Assist with development and preparation of presentations.
• Responsible for correspondence, including letters, memos, meeting minutes, grants and the compilation of agency statistical reports as assigned.
• Oversees all the filing for departments under the VP.
• Coordinates record retention and destruction.
• Maintain the department's terminated case records; insuring accurate record retention system & process.
• Responsible for all purchase orders, including the ordering, purchasing and distribution of office supplies and scheduling of seminars.
• Responsible for upkeep of the various databases.
• Review monthly/quarterly/yearly reports generated from the database prior to distribution.
• Assist with agency expansion proposal, preparation and execution as assigned by VP or designee.
• Other duties as assigned.

REQUIRED QUALIFICATIONS

Education:

• Associate's Degree Required.

Experience:

• Three years' experience in a related field.

REQUIRED SKILLS

• Must have excellent knowledge of Microsoft Office Suite
• Must be able to manage multiple priorities
• Professionalism and ability to handle confidential information with integrity

WORKING CONDITIONS(Please be advised that Gateway adheres to all ADA and DOL regulated laws and practices.)

• Must be able to sit or stand 8 hours per day
• Must be able to lift up to 20 lbs.
• Must be able to bend or kneel occasionally (1-2 times per week, duration 10-15 minutes)

REGULATORY CLEARANCES REQUIRED:

• Must have a valid NYS driver's license.
• Background checks are required

We are an EEO/AA employer M/F/D/V/SO employer