SBMH Pan American HS - Administrative Assistant
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AI Summary
The Administrative Assistant supports school-based mental health programs by managing student service data, tracking referrals, and coordinating intake documentation. They also facilitate communication between families and clinicians to ensure timely and confidential exchange of client information.
Administrative Assistant – SBMH
Division: Youth Development School-based Mental Health
Reports To: Associate Vice President or Senior Program Director
Effective Date: September 2026
FLSA: Part-Time (Monday, Wednesday, and Friday 9am to 5pm); Non-Union
Summary
The Administrative Assistant (AA) supports the school-based mental health (SBMH) programs by providing administrative coordination across multiple school sites. The AA maintains communication with families regarding health insurance and intake documentation and coordinates with clinicians to ensure timely and confidential exchange of client-related information. This part-time, remote position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities independently to ensure clients are successfully enrolled in our wellness services.
Essential Functions:
- Enter, update, and maintain student service data for multiple school sites in the DOE Partners Connect platform
- Track referrals, intakes, consent forms, and service status across assigned schools
- Contact families by phone and/or email to obtain health insurance information and complete administrative follow-up
- Coordinate the distribution, completion, and collection of intake packets and required consent forms
- Ensure families sign and return intake and consent documentation in a timely manner
- Communicate regularly with clinicians across multiple school sites to receive, clarify, and relay important client and program information
- Maintain organized electronic records in compliance with HIPAA and agency policies
- Identify missing or incomplete documentation and follow-up with families and staff as needed
- Support with scheduling, documentation tracking, and general administrative needs of the SBMH clinical team
- Participate in weekly team meetings
- Participate in weekly one-on-one supervision with a direct supervisor
- Maintain consistent schedule of 3 days per week for 21 total hours. Days flexible.
- Perform other related duties as assigned
Minimum Qualifications:
- Associate’s Degree
- 1-year minimum prior administrative experience
- Proficiency with Microsoft Office
- Strong organizational skills with the ability to manage multiple tasks and deadlines
- Excellent verbal and written communication skills
- Ability to work independently in a remote environment
Qualifications Preferred:
- Experience using DOE systems, including Partners Connect
- Experience using DocuSign
- Experience working in mental health or school programs
- Bilingual or multilingual skills
- Familiarity with intake processes and documentation
Job Behavioral Expectations
- Maintain consistent professional attendance, punctuality, and conduct
- Communicate effectively with staff, partners, and families
- Use data and feedback to inform improvement
- Uphold confidentiality and compliance with HIPAA and all agency policies
Physical Demands and Work Environment
This role requires regular movement between classrooms, offices, and outdoor spaces during program hours. The employee may lift up to 20 pounds and must be able to supervise active youth settings. Work occurs primarily in school environments with standard conditions.
The Child Center of NY is an Equal Opportunity Employer. All applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status or any other category protected by Federal, State or local law. EOE M/F/D/V
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