Integrated Center Administrative Assistant

Established in 1968, Gilead has over 50 years of experience providing the highest quality services that support each person’s recovery from mental health or substance use challenges in their lives. Gilead empowers personal growth, independence and recovery through improved mental health, physical well-being, and community integration. Gilead’s supportive and collaborative services are marked by excellence, compassion, innovation, and integrity.


The Administration Assistant will provide essential support to the Integrated Center, ensuring smooth operations and exceptional customer service. This role is critical in coordinating communication, scheduling, and administrative processes across multiple departments, while maintaining efficiency and professionalism. The Administrative Assistant will serve as a liaison between the Integrated Center and other Oak Hill departments, supporting the delivery of comprehensive wrap-around services for individuals with disabilities.
Job Responsibilities:
Scheduling & Coordination
• Manage facility calendars for the Integrated Center, including meetings, facility usage and communication with internal departments or external partners.
Communication & Customer Service
• Serve as the first point of contact for client inquiries; provide clear, compassionate, and timely responses.
• Draft and manage correspondence (program inbox, emails, letters, memos) for internal and external stakeholders.
Administrative Efficiency
• Anticipate operational needs and proactively address issues.
• Utilize technology tools to streamline administrative processes and maintain accurate records.
• Process incoming and outgoing mail promptly.
• Lead and coordinate special projects from initiation to completion, ensuring alignment with organizational goals.
• Develop project timelines, assign tasks, and monitor progress to meet deadlines and deliverables.
• Maintain accurate and organized electronic filing systems for project documentation and departmental records.
• Build and maintain Standard Operating Procedures (SOPs) for administrative and programmatic workflows.
• Follow up on paperwork to ensure timely completion and compliance.
• Take detailed notes during meetings and distribute summaries as needed, using AI and technology tools to enhance productivity and efficiency when appropriate.
Facility & Safety Oversight
• Conduct regular facility safety checks using established checklists.
• Alert staff to facility calendar updates, team notifications, and any operational changes.
Requirements
• High school diploma or equivalent required. Associate's degree preferred.
• Minimum of 5 years of administrative experience.
• Bilingual skills (Spanish or other languages) a plus.
• Exceptional organizational abilities and attention to detail in managing complex tasks.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite including Teams and SharePoint.
• Ability to work collaboratively and maintain confidentiality.
• Problem-solving mindset and ability to anticipate needs.
• Experience in customer service and handling sensitive information.
• Familiarity with disability services preferred
• Experience in a healthcare setting or human services preferred.
• Strong project management skills with the ability to handle multiple initiatives simultaneously.
• Ability to prioritize and adapt to changing project requirements in a fast-paced environment.
• Ability to maintain confidentiality and adhere to HIPAA regulations.
• Compassionate, patient, and professional demeanor.
• Ability to work in-person five days per week
Benefits:

• Generous Paid Vacation, Sick, and Personal Time, Plus Paid Holidays
• Affordable Medical, Dental, and Vision Benefits (Oak Hill funds up to 50% of your medical deductible in an HSA account)
• 403(b) Retirement Plan (Oak Hill contributes 9.5% at no cost to you)
• Free and Low-Cost Life Insurance Options and Free Long-term Disability Insurance
• Excellent Professional Development Opportunities; Tuition Reimbursement; Career Pathways
• Staff Recognition and Appreciation
• Paid Training, Education, and Certification as necessary


We support equality for and advancement of all people, based on their qualifications and actions alone, without regard to color, gender, age, religion, national origin or disability.


Our company is dedicated to fostering an inclusive environment. If you need a reasonable accommodation to participate in the job application or interview process, please reach out to total.rewards@oakhillct.org. We will make every effort to accommodate your needs in accordance with applicable laws and our co