Operations Assistant (Part Time)

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Housing Works was founded in 1990; With a long-term commitment to AIDS advocacy. Housing Works established New York State’s first harm reduction-based, OASAS-licensed outpatient drug treatment program. Other services include Health Home care management, behavioral health, and syringe exchange programs. A pioneer in the social entrepreneurship movement, Housing Works operates 10 high-end thrift shops in Manhattan and Brooklyn and a much-loved Bookstore Cafe in Soho. For more information, visit www.housingworks.org
Housing Works fights for funding and legislation to ensure that all people living with HIV/AIDS have access to quality housing, healthcare, HIV prevention, and treatment, among other lifesaving services.
 
Benefits:
We have three comprehensive healthcare plans to choose from based on your priorities and budget. Housing Works covers most of the plan; you pay a portion, based on your salary. Staff begins accruing PTO immediately for a total of up to 30 days earned in the first year. We offer employees an educational benefit. This money is available for tuition loan reimbursement, tuition costs, and text books.
Housing Works provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements. Housing Works complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. Housing Works also does not request prior salary information during the hiring process. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
This position is included in a bargaining unit of Housing Works’ New York City employees represented by a labor union known as the Retail Wholesale and Department Store Union (“RWDSU”). Accordingly, the RWDSU has the exclusive right to bargain over the terms and conditions of employment related to this position and this position may become covered by the terms of a collective bargaining agreement (a “CBA”) between Housing Works and the RWDSU

Compensation Range: $17/hr - $19/hr commensurate with experience

Overview: 
This is a unique opportunity for someone with an administrative background who is focused on a patient-centered community mental health and harm reduction model. With the support of the Director of Operations and an interdisciplinary team of professionals, the operations assistance will provide support to improved health outcomes for our client population and support to the program as needed as it relates to specific job functions. Bilingual Spanish preferred.

This position reports to the Director of Operations; it works closely with all the operations and recreation staff in the program. A successful candidate will have a passion for precision, the ability to quickly master new systems, and a commitment to improving the health of the clients that we serve. A strong work ethic, superior organizational skills, and a team-oriented approach are essential. Housing Works offers a competitive salary and comprehensive benefits plan.

Responsibilities:

• Assists administrative staff in a variety of tasks such as front desk duties such as serving as receptionist or first-line liaison to internal and external contacts and provide general office support.
• Greet customers, answer telephone, provide directions or information and solve routine issues.
• Identifies and recommends process improvements for current workflows that make the work more effective and accurate.
• Assist with advertising recreation calendar and events at both ADHC sites.
• Manage errands as needed for recreational materials (game prizes, gift cards, holiday/event decorations, etc.).
• Coordinate regular bingo games, additional on-site activities and off-site activities.
• Review recreation suggestion box weekly and communicate with Recreation Coordinator & Assistant.
• Support team with outreach to ADHC clients as needed to increase programming engagement.
• Support the operations department for the ADHC program covering any of the major, via taking care of all duties in their absence: Administrative Assistant, MCO Liaison, Biller, Front Desk, Recreation Assistant and Recreation Coordinator.
• Would plan, coordinate, and supervise client’s continuity of services and will maintain clients who are authorized for receiving ADHC services through an authorization requested to the client’s insurance company.
• Record and document services into the program electronic documentation systems (EIcare,ECW,etc)
• Learn to generate weekly and monthly reauthorization reports from Shared Folder
• Additional clerical/administrative duties as needed, including but not limited to filing, sorting, organizing paperwork, documentation collection, tracking Medical Referral Forms or any other requirement, etc.
• Inventory of client’s incentives by keeping a tally of valuables in the safe.
• Offer supervision to peers during the absence of Office Manager on Site
• Work in close collaboration with Office Manager to fulfill operation needs of the program.
• Work with staff across sites, and departments (e.g., clinical team, nursing team, administrative) to obtain documentation needed for reauthorizations.
• Assist with audit readiness and preparation.
• Participate in regular staff meetings and supervision, attending training for further skills development as required.
• This position will require working at two locations at times, however most of the time will be at Cylar House with flexibility of working at DBHC as needed.
• Collects service encounters and data into excel.
• Participate in advocacy efforts and direct action to end the twin crises of homelessness and AIDS.
• Assisting the Manager with operational issues.
• Scheduling meetings and team building sessions as required.
• Promptly answering the questions of staff and other stakeholders
• Providing excellent customer service and maintaining relationships with vendors.
• Preparing and filing forms and other documents.
• Assisting with recruitment and onboarding processes.
• Taking inventory and ordering office supplies as needed.
• Updating logs and order forms.
• Analyzing all operations and forwarding suggestions for improvement to the Manager.

• Bachelor’s degree in a relevant field, preferably Social Worker or Social Services.
• Computer literacy
• Proficiency in all Microsoft Office applications, computers, email, web-based systems and electronic health records.
• Must be exceptionally organized and able to work independently.
• Exemplary customer service as well as written and verbal communication skills.
• Knowledge of creating and editing spreadsheets in Excel required.
• Good verbal and written communication skills