Administrative Assistant - Newark, NJ

Are you searching for a fulfilling place to develop your career and make an impact? Join Integrity House, New Jersey's oldest active nonprofit provider of compassionate care for individuals and families experiencing addiction and mental health conditions. We've been a trusted sou ...

Job description

Are you searching for a fulfilling place to develop your career and make an impact? Join Integrity House, New Jersey's oldest active nonprofit provider of compassionate care for individuals and families experiencing addiction and mental health conditions. We've been a trusted source in our field since our founding in 1968, and our goal has remained constant: to provide our clients with comprehensive, whole-person care options under one unified system of care. Integrity House operates 16 licensed treatment programs across New Jersey as well as community outreach and prevention programs and serves over 3,000 individuals every year.

We are excited to announce our Administrative Assistant opening in Newark, NJ The Administrative Assistant reports to the Chief Clinical Officer. The administrative assistant will provide clerical and project management support to the Chief Clinical Officer and Chief Financial Officer. The administrative assistant will coordinate operations within the teams, managing logistics, engage in physical plant inspections of the facilities, support quality assurance functions as assigned, and a wide range of internal and external communications. This is a full-time, exempt position. The administrative assistant will work traditional work hours Monday – Friday 9:00am-5:00pm, on-site. Nontraditional availability is needed as business needs present.

Primary Duties and Responsibilities of an Administrative Assistant:

Key Responsibilities:

Calendar & Meeting Coordination:

• Manage complex executive and team schedules, book appointments and resolve scheduling conflicts.
• Coordinate logistics for meetings, including but not limited to room reservation, video conferencing setup, and recording detailed meeting minutes.

Communication Management:

• Serve as a point of contact for internal communication to staff and clients from Chief Clinical Officer.
• Engage in external communication where assigned.
• Address outreach including phone calls, emails and postal mail as needed and assigned.

Office Operations & Logistics:

• Facilitate supply ordering and inventory of supplies across all programs.
• Manage incoming and outgoing mail and shipments.
• Arrange travel and develop itineraries where necessary.
• Assist in ensuring compliance with Department of Health regulations and CARF standards, by monitoring specific items as assigned by supervisor, as well as all other applicable national and state regulations.
• Conduct onsite inspections as assigned, and/or make visits to the programs to update notifications/postings.

Document & Data Management:

• Maintain organized physical and digital filing systems for easy retrieval.
• Perform data entry, generate reports, and prepare professional presentations or spreadsheets using Microsoft Office, Google Workspace, or other agency software.
• Handle sensitive client information with discretion, ensuring full compliance with HIPAA and 42 CFR Part 2.

Operational Support: ·

• Assist with basic bookkeeping tasks, such as processing invoices with purchase orders, reconciling expense reports, etc.
• Assist in onboarding activities as assigned, directly by Chief Clinical Officer or as arranged with the Human Resources department (i.e. CPR and/or Naloxone Trainer, updating records, reporting, etc.)
• Draft guidance for teams to support organizational policies, practices, and/or change.
• Maintain and update patient charts within electronic healthcare software, with documents shared from senior director team.
• Engage and facilitate internal events (i.e. ceremonies, gala, etc.) including communication, set up, etc.

External Stakeholder Liaison:

• Serve as the primary liaison for with NJ Recovery Court, collecting all patient progress prior to the meeting, sharing with Recovery Court prior to scheduled meeting, and providing feedback from court to the clinical team. Where court is facilitated in person, transport clients to and from the court appearance.
• Document court appearance (virtual or in person), and all related services in the electronic health record

Education:

• Bachelor's Degree, required.

Required Licensing or Certifications:

• A valid NJ Driver's License, required.

Specialized Skills, Abilities and Knowledge:

• Basic knowledge of clinical documentation and terminology to accurately process communication to and from clinicians and external stakeholders.
• Ability to serve as intermediary between internal program staff and external stakeholders.
• Professional customer service, including verbal and written skills.
• Sensitivity and discretion handling sensitive and confidential matters.
• Detail oriented, with strong organizational and communication skills.
• Ability to manage multiple priorities in a fast-paced demanding environment.
• Exceptional organizational abilities, sharp attention to detail, and the ability to maintain strict confidentiality when handling sensitive information.
• Mastery of Microsoft Office (Word, Excel, PowerPoint, and Outlook) and familiarity with virtual meeting platforms like Zoom and Microsoft Teams.

Work Schedule:Monday through Friday, 9am to 5pm, with the ability to work outside of normal business hours depending on agency need.

Why Work for Integrity?

We believe that work is more than a place you go every day. It is about being inspired and motivated to achieve extraordinary things. We believe that workplace diversity and the inclusion of a variety of views, perspectives, and backgrounds are integral parts of our company's success and provides you with the best co-workers you could ask for. Our employee benefits play an important role in making Integrity a great place to work.

Our Exceptional Benefits Package Includes:

• Low Cost and Generous Medical and Prescription Coverage (ask us for our benefits summary, we are proud of it)
• Employer Paid Dental
• Employer Paid Vision
• Employer Paid Life and AD&D
• Employer Paid Long Term Disability
• Employer Paid Health Reimbursement Account
• Generous Vacation, Sick, Personal and Holiday Time
• 403(b) Plan with a Dollar for Dollar Match up to 3% of Compensation
• Employee Assistance Plan
• Flexible Spending Account
• Commuter Benefit Plan
• Tuition Reimbursement – up to $4,000 annual
• Recognition Rewards
• Professional Development Assistance

Who Are We?

Integrity House is New Jersey's oldest provider of comprehensive substance use and mental health services. We've been a trusted source in our field since our founding in 1968, and our goal has remained constant: to help individuals and families experiencing addiction and mental health conditions measurably improve their health and overall quality of life

Integrity House operates a broad network of services that includes a full suite of treatment options for substance use disorder; mental health services; gambling addiction services; physical health services; education and employment readiness support; care coordination; creative arts therapy; supportive housing; recovery programs; and community outreach services. Integrity is accredited from by the Commission on Accreditation of Rehabilitation Facilities (CARF), an independent, nonprofit accreditor of health and human services, at its highest level, and was voted one of America's Best Addiction Treatment Centers. Annually, Integrity House serves over 7,000 New Jersey residents through its treatment and outreach programs.

Apply today Be part of an amazing interdisciplinary team committed to rebuilding lives, families and communities.

Integrity is committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates. Integrity House openly supports and fully commits to recruitment, selection, placement, promotion and compensation of individuals without regard to race, color, religion, age, sex (including pregnancy, gender identity, and sexual orientation), genetic information, national origin, disability status, protected veteran status or any other characteristic protected by federal, state or local laws.

Job Type: Full-time

Pay: $48,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Tuition reimbursement
• Vision insurance

People with a criminal record are encouraged to apply

Education:

• Bachelor's (Required)

License/Certification:

• Driver's License (Required)

Work Location: In person