Description

SUMMARY:

The Administrative Assistant II, reporting to the Director of External and Government Relations, is the first point of contact for individuals seeking services at Santa Fe Recovery Center. Whether welcoming clients in person or via phone, you will play a crucial role in providing a warm and welcoming introduction to our facility. This position balances direct client engagement with robust administrative, logistical, and assistant-type duties while supporting coworkers. Coordinates office activities and operations to secure efficiency and compliance with company policies. Responsible for keeping the Administrative Building running smoothly on a day-to-day basis working with receptionist to take and route calls, greet and support arriving clients.

REPORTING:

Reports to the Director of External and Government Relations

POSITIONS SUPERVISED:

None

Requirements

DUTIES AND RESPONSIBILITIES:

Client Engagement:

· Answers telephone calls in a timely and consistent fashion.

· Greet clients with a warm and friendly demeanor, creating a positive first impression either by phone or in person.

· Engage with clients in a 2-5-minute call (average 3 minutes) to make them feel comfortable and valued.

· Answers questions about the residential/outpatient program for prospective clients when Client Engagement or Admissions teams are unavailable.

· Maintains ethical and confidentiality Rules, and regulations in accordance with HIPAA.

Administrative Support:

· Purchasing/Procurement for the organization, coordinating with programs and the Finance department.

· Lead and maintain chain of custody documentation for all incoming and outgoing packages, supplies, and ordered goods

· Develop and document Standard Operating Procedures (SOPs) related to job functions and administrative workflows

· Monitor and track inventory and supply usage, prepare order requests, and maintain logs

· Assist with financial control processes including scanning and logging receipts, reconciling purchases with packing slips/invoices, and preparing check request forms

· Assists in tracking and maintaining business licensure for the agency.

· Organizes meetings in the administrative building including set up and break down of physical meetings, refreshments, technology set up, and documents and presentation materials. Organizes virtual meetings.

· Oversees Administrative facility to ensure cleanliness, safety, organization, and efficiency.

· Support for IT as needed.

· Serve as a backup to Executive Assistants when needed for higher-level administrative support

· Other duties as assigned.

MINIMUM QUALIFICATIONS:

Skills/Knowledge/Abilities:

1. Minimum of 3–4 years of administrative experience required; behavioral health, healthcare, or nonprofit strongly preferred.

2. Strong written and verbal communication skills

3. Proficient use of standard office equipment and systems: phone, copier, the computer including Microsoft Office Word and Outlook tools.

4. Attention to detail and problem-solving skills.

5. Ability to manage a variety of tasks and organize workload, coordinating project deliverables

6. Maintain effective professional relationships at all levels within the organization

7. Accessible and positive attitude with an active interest in the organization’s success.

8. Shows initiative and the anticipation of needs of colleagues.

9. Active Notary Public certification required (or willingness to obtain).

10. Valid NM driver's license and clean driving record and insurance (Required).

Education and Experience:

1. Associates Degree or commensurate years of experience.