ICL

  • Administrative Manager

    Job Locations US-NY-Brooklyn
    Position Number
    51554901
    Department
    East NY HUB ACT Team
    Type
    Regular Full-Time
    FLSA Status
    Exempt
  • Overview

    Under the direct supervision of the assigned manager, the Practice Manager provides office management and administrative support to the East New York Hub. This role requires an individual who demonstrates a professional demeanor at all times, with particular strength in customer service, confidentiality and thoroughness. The Practice Manager responds to everyday requests from ICL leadership and maintains responsibility for on-going tasks related to the general operations of the facility. The position requires administrative excellence and the ability to act with diplomacy, tact, and ethics with diverse staff and persons in recovery from serious mental illness and/or substance abuse in a community-based setting.

    Responsibilities

    • Maintains East NY Health Hub services by organizing office operations and procedures
    • Creates and maintain a pleasant work environment by ensuring organizational effectiveness, internal communication and safety
    • Ensures that a greeter welcomes visitors and notifies staff of visitors, clients and guests
    • Directs client flow, working closely with security, maintenance and program staff
    • Ensures that telephone calls are answered, screened and appropriately routed
    • Answers general information questions regarding East New York Hub services
    • Ensures that East New York Hub mail and deliveries are appropriately received, date-stamped, and distributed
    • Conducts daily walkthrough of all common areas and assess supply stock
    • Responsible for maintaining adequate stock of facility supplies
    • Maintains file of purchase orders and processes invoices for payment
    • Negotiates the purchase of office supplies and furniture, office equipment, etc., for the building in accordance with company purchasing policies and budgetary restrictions; receives all merchandise and reconciles orders
    • Manages lunch room; ensures that lunch room supplies are available to staff
    • Enters repair requests into Work speed and follows up on repair completion
    • Coordinates service orders for shared IT equipment such as copiers, phone systems and wireless internet service
    • Responsible for maintaining telephone and desk/office directory of East New York Health Hub staff
    • In conjunction with the Facility Department, assists with emergency and fire drills
    • Responsible for keeping accurate directory of IDs and key distributions
    • Schedules conference and breakout rooms; manages shared office space schedule
    • In collaboration with Facilities and program leadership, coordinates schedules to ensure front-door coverage and security staff assignment
    • Supervises the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities
    • Assist in the onboarding process for new hires
    • Special Projects as assigned
    • Ability to work evenings and weekends as needed
    • Perform other job-related tasks as assigned.

    Qualifications

    Bachelor’s degree required plus at least two (2) years’ administrative experience preferably in a non-profit behavioral health setting. A Master’s degree in a relevant field (Public Health, Business Administration, Public Administration, etc.) can be substituted for the experience requirement. Proficiency in Microsoft Office suite; advanced computer skills including experience with electronic health records and billing systems preferred.

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