Administrative Assistant

At Bright Harbor Healthcare, we recognize that exposure to trauma can significantly impair a child's ability to self-regulate emotions and negatively impact executive functioning. We understand the importance of family engagement and participation in youth recovery. The Grief & Trauma Center is a specialized program focusing on children and adolescents who have experienced traumatic events, as well as their parents. Additionally, the center is dedicated to supporting children, adolescents, and families in the community who have faced trauma.

The Administrative Assistant (AA) is responsible for providing front desk services and administrative support to ensure smooth daily operations of the office. This role includes managing phones, scheduling appointments, and supporting the Project Director (PD) with grant-related reporting and performance tracking. The AA plays a key role in maintaining accurate data entry and reporting in alignment with federal requirements.

Position Title: Administrative Assistant
Position Type: Full Time; 35 Hours Weekly; Some evenings until 7 pm required
Benefits Eligible: Yes
Location: Toms River, NJ
Department: The Grief & Trauma Center
Salary: $35,000 - $40,000

Responsibilities:

• Greet and assist clients, visitors, and staff in a professional and courteous manner.
• Answer and direct incoming calls, take messages, and manage appointment scheduling.
• Provide front desk coverage, including client check-in and general office support.
• Track and report project performance measures through the SAMHSA Performance and Accountability Reporting System (SPARS).
• Assist the Project Director in preparing the annual project reports and other required documentation.
• Maintain organized records and files, ensuring compliance with confidentiality and data security standards.
• Support daily office operations, including ordering supplies, coordinating mail, and assisting with meeting logistics.
• Perform other administrative duties as assigned to support program and organizational needs.

Requirements

• High school diploma or equivalent required; associate’s or bachelor’s degree preferred.
• Previous administrative or office experience, preferably in a healthcare, nonprofit, or grant-funded setting.
• Strong organizational and time management skills, with attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and ability to learn new software systems.
• Comfortable working both independently and in teams, adjusting smoothly to shifting demands.

Benefits

• Full Benefits
• 12 Paid Holidays
• Sick Days
• Personal Days
• Accrued Vacation
• Medical/Dental/Vision
• Company paid Life Insurance and Long-Term Disability
• 403B Plan with Company Match
• Opportunities for training/education/Continuing Education Credits
• Opportunities for Public Loan Forgiveness
• Opportunities for Tuition Discounts from Participating Institutions