Administrative Assistant

EHS Overview:

Episcopal Health Services Inc. (EHS) is a health system located on the Rockaway Peninsula in Queens, New York. EHS provides inpatient, outpatient, and emergency care to the diverse populations of the Rockaways, Five Towns, South Nassau, and beyond. The system offers comprehensive preventive, diagnostic, and rehabilitative services to people of all faiths.

St. John's Episcopal Hospital is accredited by The Joint Commission's Health Facilities Accreditation Program and is approved by the New York State Department of Health. The hospital is a recipient of the Gold-Plus Get with the Guidelines-Stroke Quality Achievement Award and the Gold-Plus Get with the Guidelines-Heart Failure Quality Achievement Award from the American Heart Association. Additionally, St. John's is proud to be redesignated as a Baby-Friendly Hospital by Baby-Friendly USA - the accrediting body and national authority for the Baby-Friendly Hospital Initiative (BFHI) in the United States.

Come Grow With Us!

Type: Full-Time (75 Hours Bi-Weekly)

Shift: Days

Hours: 8:30AM - 5:00PM

Pay: $60,000 - $68,000

Job Summary:

The Administrative Assistant for the Outpatient Behavioral Health (OBH) department provides critical operational and administrative support to the clinical and leadership teams. This role ensures the efficient day-to-day functioning of the department by managing calendars, overseeing inventory and procurement, facilitating facility-related work orders, and contributing to ongoing administrative projects. The Administrative Assistant serves as a primary point of contact for operational needs, supporting the department's ability to provide high-quality care to patients.

Core Operational Responsibilities

• Meeting Management: Manage complex calendars; schedule meetings; prepare agendas, attendance sheets, and presentation materials; configure meeting spaces; and capture/transcribe meeting minutes.
• Inventory & Purchasing: Monitor supply levels and initiate orders for office supplies, clinical materials, and printer/toner needs using the EHS ERP system and external vendor portals. Manage water delivery services and event catering requests as needed.
• Work Orders: Submit and follow up on facility and service requests, including engineering, housekeeping, and IT help desk tickets, ensuring timely resolution of operational issues.
• Administrative Projects: Support department initiatives through data entry, data tracking, survey collection, and the creation of spreadsheets, reports, and presentations.
• Operational Support: Serve as a reliable point of contact for department operations, ensuring office standards are maintained and workflow processes are followed.

Requirements:

• BA/BS from an accredited program
• Outpatient behavioral health experience preferred
• Communication: Strong verbal and written communication skills, with the ability to interact professionally with clinical staff, leadership, and external partners
• Organization: Proven ability to manage multiple priorities, meet deadlines, and handle complex scheduling and inventory logistics.
• Technical Proficiency: Proficiency in Google Workspace (Calendar, Docs, Sheets, Slides) and the ability to navigate internal EHS ERP systems and ticketing platforms.
• Problem-Solving: Ability to independently address operational bottlenecks, such as coordinating with Housekeeping or IT, to keep clinical operations running smoothly.