Administrative Assistant in New Haven, Connecticut at Emend Health Company CT LLC

Emend Healthcare provides comprehensive addiction and mental health treatment at multiple locations across the country. Each center is designed to deliver a full continuum of care, from medically supervised detox to residential and outpatient programs, ensuring clients can access the support they need wherever they are. With a focus on personalized treatment and compassionate care, Emend’s facilities offer safe, welcoming environments where individuals can begin their journey to lasting recovery.

At Emend Health Company Connecticut, LLC, ("Emend CT"), we are dedicated to supporting individuals on their journey to lasting wellness. Our team combines expertise, compassion, and personalized care to help clients navigate mental health challenges and substance use recovery. We focus on creating a safe, nurturing environment where every person can build the skills, resilience, and confidence needed to thrive. Through evidence-based treatment, innovative programs, and a commitment to holistic well-being, we empower clients to achieve meaningful, lasting change.

The Administrative Assistant provides administrative and organizational support for daily operations at Emend New Haven. This position provides consistent front desk coverage and serves as the primary point of contact for clients, families, visitors, vendors, and outside agencies. The position supports communication, scheduling, records, office coordination, and daily operational needs while maintaining a professional, welcoming, and organized environment.

The Administrative Assistant works closely with leadership and multidisciplinary staff, follows facility access and confidentiality procedures, and promptly communicates matters requiring clinical or operational attention. Reception duties do not replace direct-care staffing or clinical supervision.

· Provide consistent reception desk coverage and coordinate relief coverage during breaks and other assignments.

· Greet and direct clients, families, visitors, vendors, and outside agencies in a professional and welcoming manner.

· Answer phones, route calls, take messages, and communicate with appropriate departments.

· Maintain visitor sign-in records, follow established visitor identification and access procedures, and notify staff of arrivals.

· Receive and coordinate approved client belongings and drop-offs, packages, and deliveries; document and notify appropriate staff in accordance with facility policy.

· Maintain awareness of activity at the main entrance and promptly notify clinical or operations staff of safety concerns, client departures requiring follow-up, or unexpected visitors; do not assume clinical supervision or physically restrict departures.

· Support scheduling, calendar coordination, and administrative communication processes.

· Maintain organized records, files, spreadsheets, and administrative documentation.

· Assist with data entry, scanning, filing, copying, and document management while remaining available for front desk responsibilities.

· Support office supply inventory, ordering, and general office organization.

· Assist with accounts payable and accounts receivable functions, including invoice processing, payment tracking, record-keeping, and coordination with the finance department.

· Assist with preparing, organizing, and submitting required reports to Connecticut state agencies, as assigned, ensuring accuracy, confidentiality, and timely submission under the direction of appropriate leadership.

· Assist leadership and staff with administrative projects and operational support tasks as assigned, consistent with reception coverage needs.

· Maintain confidentiality and ethical standards in accordance with HIPAA and organizational policy.

· Perform related duties as assigned.

Education Requirements

· High school diploma or equivalent required.

· Additional education in business administration, healthcare administration, or related field preferred.

Position Requirements and Expectations

· Strong communication, organizational, multitasking, and administrative skills.

· Ability to maintain professionalism and confidentiality within a behavioral health treatment environment.

· Strong attention to detail and ability to manage multiple priorities.

· Basic computer proficiency including Microsoft Office, email systems, and electronic documentation systems preferred.

· Ability to work collaboratively within a multidisciplinary environment.

· Ability to maintain a welcoming front desk presence while prioritizing visitors, telephone calls, and competing administrative tasks.

· Ability to follow visitor access, escalation, and reception relief procedures and recognize when to contact clinical or operations staff.

Preferred Experience

· Experience in administrative support, reception, customer service, healthcare, or behavioral health preferred.

· Experience with front desk coordination, visitor management, and multi-line phone systems preferred.

· Experience working within fast-paced professional environments preferred.