Title: SBMH Pan American HS - Administrative Assistant

Location: New York, NY, USA

Req #3925

Remote

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.