Manhattan Star Academy ยท 4 hours ago
Administrative Assistant
Manhattan
Full-time
Onsite
Entry Level
$21.64/hr - $25/hr
1+ years expManhattan Star Academy is seeking an Administrative Assistant to provide general clerical and administrative support. The role involves handling inquiries, coordinating meetings, and performing various clerical tasks to ensure smooth office operations.
Education Management
Responsibilities
Performs a variety of clerical and administrative tasks on a regular or as needed basis (e.g. special projects, meetings, events, etc.), such as filing, copying, scanning and/or data entry; creating memos, lists, spreadsheets, presentations or other documents; and/or making notifications or inquires by email or phone
Answers and screens phone calls in a timely and professional manner, directing calls to appropriate parties, taking messages and/or handling inquiries
Coordinates, schedules and/or confirms meetings including, but not limited to: securing conference rooms or other appropriate spaces for meetings, determining availability of attendees, creating or sending electronic invitations using Outlook calendar or other established systems; may prepare agendas and/or attend meetings to assist with set-up or take minutes, as requested
Liaises with internal departments and external stakeholders on behalf of supervisor or others as directed, making requests, coordinating, securing, monitoring and/or tracking location- or program-related needs such as maintenance issues, appointments, schedules and transportation
Receives, sorts, prepares and/or distributes mail, packages and/or deliveries; replenishes, stocks and/or distributes supplies, as needed
Obtains, accesses and reviews documentation, in coordination with applicable staff; may assist with obtaining documentation from other internal or external sources including care managers, families, providers, government or oversight agencies and/or other internal departments by phone, email or in-person
Scans, saves, names/renames, uploads and/or maintains appropriate documentation in shared folders and other electronic systems (e.g. Digital Agency, Salesforce, etc.) on behalf of managers or supervisor, in accordance with applicable policies and procedures, as directed
Performs data entry in electronic systems and/or completes forms or other documents by entering information from receipts, records, statements, applications or other sources and updates and maintains referral-related data and documents in electronic systems, including shared drives and databases
Assists with development and implementation of systems and processes to improve or expedite monitoring, collecting, organizing and/or tracking of administrative paperwork and information in coordination with location management and supervisor
May be assigned responsibilities related to collecting, monitoring and/or tracking of information, such as program attendance by people we support, duration of attendance for services, and/or for specific initiatives, projects or programs, compiling information from various sources and systems, communicating or reporting findings, following-up and escalating concerns or patterns to appropriate leadership
May provide support with fiscal systems including ledgers, fee determinations and/or invoices appropriately documenting or entering information, performing basic numeric calculations (adding or subtracting) to reconcile ledgers or total expenses and selecting appropriate codes for invoices
May monitor and reconcile petty cash for assigned program(s) or office(s), completing necessary paperwork, data entry and accounting for expenditures by reviewing, totaling and documenting receipts, completing transmittal or other documentation and/or performing data entry
May assist with requesting, enrolling or escalating requests for system, building or other related access for new users and/or facilitate or track requests relating to trainings, conferences or other events
Complies with all Federal, State, Local and other relevant regulatory agency requirements, including the Health Insurance Portability and Accountability Act (HIPAA)
Performs all other duties, as assigned
Qualification
Required
High School diploma or its educational equivalent
One (1) year of experience working in an administrative support or similar role performing a variety of receptionist and/or clerical-related duties including phones, data entry and scheduling, in an office or similar work environment
Satisfactory combination of education, experience and/or training
Basic proficiency with Microsoft Office, specifically Word, Excel and Outlook
Excellent time management and organizational skills and ability to prioritize tasks appropriately
Ability to use and willingness to learn to use common office equipment and various electronic systems and files to enter, locate, upload and record information or documents including, but not limited to Workday, Digital Agency (DA), OPWDD systems, Salesforce and/or shared drives, Intranet, etc
Strong interpersonal and customer service skills, including the ability to accurately communicate and collect information, both verbally and in writing
Flexible, with high attention to detail and willingness to take initiative
Ability to report on-site to assigned location on a regular basis and to travel to other sites across the region, including to run errands to drop off and/or pick up items or supplies, as requested
Ability to meet essential physical demands of position, including using hands to finger, handle or feel objects, tools or controls; sitting, standing, bending, twisting, stooping, kneeling, crouching, pushing, pulling and reaching with hands and arms; and to lift and/or move packages or boxes weighing up to 25 pounds at assigned location, as needed
Preferred
Experience with individuals with intellectual and developmental disabilities (I/DD)
Experience with reconciling financial and purchasing data (ledgers, petty cash, invoices, etc.)
Previous experience using Workday, Digital Agency, electronic health record, Salesforce and/or applicable regulatory or oversight agency systems
College coursework or degree
Verbal and/or written fluency in a second language
Company
Manhattan Star Academy
*We are currently hiring for OTs, PTs, SLPs, Special Education Teachers, Creative Arts Supervisor, Speech Supervisor, Physical Therapy Supervisor, and Senior Social Worker.* At Manhattan Star Academy, we are committed to offering a nurturing environment that promotes independence, social and emotional development and academic achievement.
51-200 employees
H1B Sponsorship
Manhattan Star Academy has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (15)
2024 (5)
2023 (13)
2022 (9)
2021 (9)
2020 (5)
Funding
Current Stage
Growth StageCompany data provided by crunchbase