Administrative Support Specialist

Overview

The Operations Support Specialist plays a key role in ensuring smooth and effective operations by executing a range of administrative and operational needs. This position is specifically designed to alleviate administrative burdens from Care Managers, allowing Care Managers more time to focus on person-centered support and services for members.

At Care Design NY (CDNY), we share a unified organizational culture, and the work we do is in furtherance of our collective ability to achieve our shared organizational purpose, vision, mission, and values as stated below:

Purpose Connect people to their chosen support system to live a healthy and meaningful life.

Vision We envision a world that is accepting, inclusive, and promotes positive health for all individuals with intellectual and/or developmental Disabilities (I/DD).

Mission Our mission is twofold: to provide compassionate, skilled, person-centered care planning that incorporates a holistic approach to health and wellness and to advocate for a disability-inclusive world.

Values

• Committed: We are committed to developing successful employees across the organization, enabling members and their families to receive high-quality support.
• Compassionate: We are committed to fostering open, honest relationships through collaboration, active listening, and genuine empathy for others.
• Connected: We are connected through a sense of belonging

All full-time positions come with generous benefits including: health, vision and dental insurance, paid time off, $3000 tuition reimbursement per calendar year, and up to $250 of professional development courses! CDNY is also a qualifying employer under the Public Service Loan Forgiveness (PSLF) program.

Click here to view our current benefits summary.

Responsibilities

• Participate in a range of administrative and operational support functions that can include:
  • Auditing and reviewing consents and other key documents to support compliant member records.
  • Processing and uploading records into multiple systems with accuracy and timelines.
  • Reviewing and entering data to ensure integrity and consistency.
  • Timely distribution of data or other information that supports member needs.
  • Accurately responding to internal and external customer service inquiries.
  • Managing incoming mail to ensure proper distribution.
  • Answering and triaging incoming calls to appropriate employees or departments.
  • Printing and mailing documents in support of interdepartmental workflows.
• Complete in-office administrative support as needed. Key responsibilities can include:
  • Serving as the initial point of contact for individuals, families, advocates, employees, and other stakeholders, ensuring a welcoming and professional environment.
  • Monitoring and maintaining the postage machine, including replenishing postage, ink, and related supplies.
  • Managing the visitor log by ensuring all in-person visitors sign in and out during each office visit and that the record is kept on file.
  • Overseeing office supply inventory and placing orders to maintain adequate stock levels.
  • Ensuring conference rooms are clean, organized, and properly arranged with tables and chairs.
  • Maintaining cleanliness in the kitchen area, including the removal of expired items, and ensuring overall tidiness.
• Assist in the development and implementation of administrative or operational supports where necessary.
• Support other projects and initiatives by providing comprehensive administrative or operational support for successful planning, coordination, and execution in alignment with departmental or project goals.
• Provide coverage and support for team members as needed to ensure continuity of operations and to maintain standards.
• Effectively navigate Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint, to support daily administrative and operational tasks.
• Utilize the MediSked platform and other relevant applications to effectively carry out job responsibilities and support operational workflows.
• Complete all required trainings within designated timeframes to maintain compliance and support professional development.
• Perform additional responsibilities as assigned, in support of departmental needs and evolving operational priorities.

Qualifications

• High School Diploma and prior experience working in an office setting.
• Strong verbal and written communication skills.
• Excellent Interpersonal, multitasking, and organizational abilities to support effective collaboration and task execution.
• Demonstrate comfort and proficiency in navigating computer-based documentation, electronic timekeeping, and training platforms, with the ability to learn and adapt to all required applications.
• Must be able to travel as needed and comply with CDNY’s travel policies and procedures. Reliable transportation and a valid driver's license may be required.

Care Design NY and Partnership Solutions provide equal employment opportunities to all. We celebrate the qualities that make each of us unique and greatly value how they enrich the work we do. As such, we welcome candidates of color, candidates who identify as gender diverse, neurodiverse candidates, and candidates of all ages with diverse lived experiences and perspectives to apply.

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