Administrative Assistant- New Hope School of Counseling

Description

Job Title: Administrative Assistant

Department: New Hope School of Counseling

Reports to: CRSS Program Supervisor and Direct of Education

Job Type: Full-Time, Salary, Exempt

Job Location: 3720 N. Kedzie Ave, Chicago IL 60618

Salary Range: $36,000-$40,000

Rincon - Building Spaces, Restoring Communities- Who We Are

What began as a small clinic established by young community leaders on the West Side of Chicago in 1972 has grown into one of the largest providers of high-quality and culturally competent services focusing on counseling and crisis intervention services, substance use prevention and treatment, violence prevention, education, case management, community and family services. We are dedicated to rendering compassionate and effective programs to promote the quality of life by catalyzing to advocate, educate and empower individuals and their families.

Position Description – What The Role Entails

The Administrative Assistant provides high-level administrative support to New Hope School of Counseling (NHSC), which offers behavioral health certification programs to adult learners. These programs include the Certified Recovery Support Specialist (CRSS) and the Certified Alcohol and Other Drug Counselor (CADC) programs. The Administrative Assistant will be responsible for handling information requests, managing enrollment processes, and performing various clerical tasks, such as organizing documents, arranging conference calls, responding to student correspondence, and assisting the CRSS Supervisor with day-to-day operations.

Company Culture - Do Our Values Speak to You?

At Rincon, Our Commitment To Mutual Respect, Inclusivity, And Diversity Is Woven Into The Structure Of All That We Do. We Value

• Dedication- Embodying effective and transparent leadership and quality client care.
• Education – Preventative programming and clinical services based on industry standards, competence and outreach.
• Accountability – Consistent service delivery, measurable success, and sensible financial management.
• Advocacy – Empowerment, reduction of treatment stigma, and relationship building with partners.
• Compassion – Embracing culturally diverse communities and equality through sensitivity to individual needs.
  
  

With these values in mind, we promote a culture that fosters professional development and agency success. Many of our employees span an extended tenure, and we pride ourselves on developing dedicated and supported team members.

Areas Of Accountability - What You Will Be Doing

• Provide general administrative support to NHSC staff, including scheduling appointments, organizing meetings, and handling routine tasks and assignments.
• Work closely with the Director of Education to ensure compliance with regulatory requirements and maintain the standards for all NHSC programs.
• Draft, proofread, and generate documents, letters, and student materials as required, ensuring accuracy and clarity.
• Collect, organize, and maintain accurate student charts, ensuring all materials are up to date and accessible.
• Monitor and maintain inventory levels for programming supplies and equipment, placing orders as needed.
• Coordinate the creation and distribution of the student handbook for all NHSC programs, ensuring the handbook is current and comprehensive.
• Maintain organized records of all resources, handouts, and materials provided to students during their program participation.
• Manage the enrollment process for new NHSC students, ensuring all steps are followed and documentation is accurate and timely.
• Assist NHSC students with the preparation and submission of their applications for ICB certification, providing guidance and support throughout the process.
• Monitor class schedules, student progress, and performance.
• Serve as a point of contact for NHSC students, addressing questions or concerns in a timely and professional manner.
• Oversee logistics for NHSC events and meetings, including coordinating venues, arranging catering, preparing materials, and ensuring all operational aspects run smoothly.
• Take detailed and accurate notes at staff meetings and advisory meetings, distributing meeting minutes in a timely manner to ensure all action items are documented and followed up on.
• Assist the CRSS Supervisor with the preparation and coordination of Advisory Board meetings, including scheduling, documentation, and follow-up on action items.
• Provide ongoing support for the smooth operation of NHSC programs by performing other duties as assigned by the Director of Education or CRSS Supervisor.
  
  

Rincon Rewards & Benefits- How We Value You

• Health insurance
• Dental & Vision insurance
• Life insurance
• Short- and Long-Term Disability Insurance
• 403(b) Retirement Plan
• Generous PTO (Paid time off)- Accrue up to 21 days in Year 1, some PTO carryover allowable.
• Employee Assistance Program
• Professional Development Opportunities
• Employment may qualify for the Public Service Loan Forgiveness Program (PSLF)
• Certain employees may qualify for City of Chicago commuter transit benefits
  
  

Rincon’s Work Environment – What To Expect

• This position operates in a professional office environment and regularly uses standard office equipment, including computers, phones, photocopiers, filing cabinets, and fax machines. The role is primarily sedentary; however, some filing and light physical tasks are required, including lifting files, opening filing cabinets, and occasionally bending or standing.
  
  

Schedule

• This is a full-time position, with a standard schedule of Monday to Friday, from 9:00 AM to 5:00 PM. Flexibility may be required for program events as needed.
  
  

Language

• Bilingual Spanish/English and Bicultural applicants strongly preferred.
  
  

RINCON FAMILY SERVICES IS AN EQUAL OPPORTUNITY EMPLOYER

Requirements

The Knowledge and Expertise that Matters Most - What you bring to the Role:

• Demonstrated experience with high-level administrative support. Experience with non-profit administration a plus.
• Excellent communication skills, with fluency in written and spoken English. Spanish-speaking skills preferred.
• Strong attention to detail with the ability to prioritize and meet deadlines
• Proven success, achieving goals and working effectively with all levels of staff in a multicultural environment.
• Proficient in Microsoft Office applications (Word, Excel, Outlook).
  
  

Position Qualifications – What Is Required To Perform The Role

• High School Diploma
• 1 year of administrative experience