Administrative Assistant at ATA Services, Inc. – Kaneohe, Hawaii

The Administrative Assistant works primarily in an office setting within transitional housing and plays a key organizational role within the hospital’s Psychosocial Rehabilitation (PSR) programs. Responsibilities include managing schedules, coordinating patient classes, tracking patient enrollment, maintaining documentation, and ensuring smooth communication between units.

This role does not involve providing patient care, supervising patients, or intervening in clinical situations. Any patient interaction would be minimal and typically only in passing.

Core Responsibilities

Scheduling & Coordination

• Organize PSR class schedules for both on‑unit and off‑unit programming.
• Maintain and update activity calendars with accurate, timely information.
• Coordinate daily and weekly schedules with unit staff, PSR clinicians, and other hospital departments.

Patient Enrollment & Roster Management

• Match patients to appropriate groups based on eligibility, clinical needs, and staffing.
• Create, update, and distribute daily and weekly group rosters.
• Track attendance and notify staff of changes or updates.

Administrative & Organizational Tasks

• Maintain organized records, files, logs, and program documentation.
• Handle office tasks such as data entry, filing, preparing documents, and generating reports.
• Ensure paperwork for groups and class participation is complete and filed correctly.
• Assist in resolving scheduling or coordination issues as they arise.

Communication & Team Support

• Serve as a liaison between hospital units and the PSR department.
• Provide clear and timely communication to clinicians, unit staff, and administrative colleagues.
• Support the PSR team with day‑to‑day administrative needs.

Minimum Qualifications

• Strong verbal and written communication skills.
• Excellent customer service and interpersonal abilities.
• Highly organized; able to prioritize, meet deadlines, and manage multiple tasks.
• Proficient with standard office equipment and basic computer applications.
• Dependable, detail‑oriented, and able to work effectively within a multidisciplinary team.