Administrative Assistant

This role involves managing executive scheduling, coordinating inter-departmental communications, supporting Quality Management during Joint Commission Survey visits, and facilitating critical information flow during patient admissions and discharges. Executive Support: Assist executive facility staff with scheduling appointments, routing messages from internal staff and external collateral providers, and taking minutes during key meetings.

Job Title: Administrative Assistant(or Executive/Administrative Coordinator)

Location: New York, NY (Update specific city/location if needed)

Type: Full-Time / New York State Agency / Contract
Position Summary
Penda Aiken, Inc. is a staffing firm located in Brooklyn, New York. Our client is a New York State Agency seeking a dedicated and organized Administrative Assistant to support the Executive Staff and clinical teams within the facility. This role involves managing executive scheduling, coordinating inter-departmental communications, supporting Quality Management during Joint Commission Survey visits, and facilitating critical information flow during patient admissions and discharges.

This is a fast-paced role requiring high reliability, punctuality, and the ability to maintain meticulous attention to detail while supporting facility leadership and clinical staff.
Primary Responsibilities

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  Executive Support: Assist executive facility staff with scheduling appointments, routing messages from internal staff and external collateral providers, and taking minutes during key meetings.
  
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  Coverage Management: Ensure adequate departmental coverage on a daily basis to maintain seamless operational workflow.
  
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  Quality Management Support: Assist the Director of Quality Management with administrative duties related to pre- and post-Joint Commission Survey visits.
  
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  Clinical & Operational Support: Support clinical staff by facilitating smooth communication among clinicians, particularly regarding clinical evaluations during admissions and discharges.
  
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  Meeting & Calendar Coordination: Organize, schedule, and maintain calendars and logistical details for facility meetings.
  

Minimum Qualifications

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  Education: High School Diploma or equivalent.
  
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  Requirements & Compliance:
  
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    Ability to clear national and state criminal background checks.
    
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    Quantitative titers indicating immunity for measles, mumps, rubella, varicella, and hepatitis B.
    
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    Tuberculosis (TB) screening required (can be performed at the facility).
    
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    Completion of annual OMH and facility trainings (provided by OMH), including OMH GOER training, TRUST training, and Annual Training updates.
    

Schedule & Assignment Details

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  Hours: Monday–Friday, 40 hours per week
  
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  Duration: Full-time contract position (Up to 2 years)