Administrative Assistant Job at Helen Keller Services in Port Washington

Are you ready to make a difference in your community? Do YOU want to work on a team that is committed to empowering individuals? At Helen Keller Services, our employees work in an environment that is more than just a workplace, it’s a community.

Since 1967, Helen Keller National Center (HKNC) has been committed to improving the lives of individuals who are DeafBlind or have a combined hearing and vision loss. HKNC is dedicated to working with each person to achieve their desired goals towards independence, employment, and quality of life, based on their talents, preferences and aspirations. We currently have an exciting full time career opportunity available to join the HKNC team as a Administrative Assistant in our Admissions Department. The Admin Assistant is responsible to provide administrative support to the Admissions Coordinator at HKNC. Perform receptionist duties on a rotating basis.

Schedule: Monday-Friday 8:00am-4:00pm EST

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Create Student’s Contact Sheet, Medical Folder and Admission File.
• Insert new student’s name in the Admissions Department Referral Folder.
• Enter changes on monthly Status Reports and Status Sheets.
• Copy application and distribute Student’s Medical reports, Medical Coverage, Medical Consent and Mental Health Release to appropriate persons (Medical etc).
• Scan and upload students’ admissions packets onto the shared network.
• Send Receipt Request Letter and copy Regional Rep, Student (include dietary questionnaire, clothing list and Student Booklet,)
• Contact travel agent to obtain quotes and book flights for incoming students.
• Arrange airport transportation for new students, families and/or escorts.
• Create transportation schedule for Confident Living and Young Adult Programs.
• Secure overnight accommodations for New Student’s families and/or escort.
• Send Admission and Welcome letters, once student is medically cleared.
• Contact Doctors’ office to request medical information via phone, fax or e-mail
• E-mail regional representatives, state sponsors, students and families.
• Share receptionist coverage during breaks, lunch periods throughout the week. Provide additional coverage during receptionist’s absences.
• Order necessary office supplies.
• Update Admissions Committee Worksheet
• Take notes during weekly Admissions Committee meeting.
• Purge Students’ files after 7 years, make a list and then box for storage.
• Access CIS system for New York students.
• Scan and send e-mail correspondence to Student’s Case Manager.
• Answer phones calls and document messages.
• Stamp and bring down mail; Sort and distribute incoming mail; Process incoming/outgoing UPS and overnight packages.
• Greet and welcome visitors, determine nature of business, and conducts visitors to employer or appropriate person.

REQUIRED EDUCATION and/or EXPERIENCE

Associates Degree in Business/Administration.

At HKS we strive to provide a healthy work-life balance for our employees. we offer generous paid time off and comprehensive benefit package including:

• Paid Vacation Time
• Paid Sick Time
• Personal Days
• Fully paid Medical, Dental, Vision Insurance*
• 12 Paid Holidays
• Short Term Disability/ Life Insurance
• Ancillary Benefit options
• 403b Program with Employer Match
• Tuition Reimbursement
• Career Advancement Opportunities