What You Will Do:

• Assist the Administrative manager with all administrative tasks, including:
• Incoming phone calls and emails relating to professional development registrations, application requests, admission process, transcript requests, and all inquiries regarding CASAC training program / Professional Development training.
• Maintain the Roll Call database system; this includes attendance, exams scores, and assignments. Ensure the accuracy of all electronic records, filing & tracking documentation.
• Create & send certificates of completion
• Correspond with OTI customers in email, on the Webex app and by phone, create spreadsheets, organize calendar, and use Adobe Acrobat to create & adjust documents.
• Monitor program admissions by responding to application requests, monitoring google database, collecting required documentation, producing admissions letters, emails and contracts; scheduling reading comp exams, makeup exams and student orientation.
• Posting and preparing student handouts, provide appropriate training materials to registrants, correspond with student messages on Webex app.
• Assist with collection of tuition payments, processing receipts, submit student action forms to the bookkeeping department, process deposit, and following up on outstanding payments.
• Email student progress reports; this includes correcting any discrepancies, as well as updating and sending progress reports to students as needed.
• Assist with transcript and enrollment letter requests for current students and alumni, as directed by Manager and Coordinator.
• Participate in marketing initiatives with other staff members by developing distribution lists for potential referral sources, sending email blasts to promote upcoming trainings, sending out reminders to professional development registrants.

Who You Are:

• Interacting with staff, clients, students and visitors in a courteous, professional and respectful manner that is consistent with the agency’s mission and values.
• Producing accurate, neat and thorough work.
• Ability to operate standard office equipment such as fax machine, photocopy machine, scanner, phone conferencing systems, and training room equipment.
• Prioritizing and planning work time efficiently; effectively managing competing demands and dealing with changes, delays and unexpected events.
• Understanding and consistently complies with agency policy and procedures (including time and attendance, dress code, etc…).
• Supporting a positive work atmosphere by behaving and communicating in a manner that allows the employee to get along with clients, students, coworkers and supervisors.
• Communicating (in writing as well as orally) clearly and concisely
• Illustrating flexibility and adaptability in role and function when circumstances warrant; (demonstrates openness to assist in needed responsibilities in evolving situations).
• Maintaining appropriate boundaries, ethics and professionalism; complying with agency, OASAS and other professional code(s) of ethics; seeking supervision when challenges arise.

At Outreach, we enjoy a strong work-life balance, excellent benefits, and ongoing professional training. Our enthusiastic employees love what they do and the positive impact they make every day. Outreach embraces diversity and promotes a workplace in which individual differences are recognized, appreciated and respected.

Our employees are the reason Outreach ranks among the most respected health and human services providers in New York City and Long Island. In fact, we have been named one of the “Best Companies to Work for in New York” a total of nine times since 2010.

Communities throughout Queens, Brooklyn and Long Island turn to Outreach for a vast array of treatment and training needs. We customize our services to increase our access to a wide range of individuals and groups including Families, Justice System, Aspiring Professionals, EAPs/MAPs and Community Members. Outreach’s treatment services are licensed by the New York State Office of Alcoholism and Substance Abuse Services (OASAS) and employ best practices in line with the Substance Abuse and Mental Health Services’ (SAMHSA) indicators of quality treatment.

An EEO employer, we enjoy exceptional workforce retention – many of our employees have been with Outreach for 10 years or more, some starting as part-timers and now working in full-time senior management.

Adding to our outstanding benefits, some members of Outreach’s clinical and professional staff may be eligible for student loan forgiveness and repayment plans for persons working in public service, education, and health care, including the federal Public Service Loan Forgiveness (PSLF) Program, Income-Driven Repayment (IDR) Plan, or the New York State Licensed Social Worker Loan Forgiveness (LSWLF) Program. Outreach’s NYC outpatient programs are also approved for the National Health Service Corps (NHSC) Substance Use Disorder Loan Repayment program, for eligible clinicians.