Administrative Assistant I

Administrative Assistant - Suicide Prevention Center Training & Community Engagement

This is a hybrid position with two days a week on-site.

The pay range for this role is $19.87 - $22.86 per hour.

Ask us about loan repayment programs you may qualify for by working at Didi Hirsch.

About Didi Hirsch

Didi Hirsch Mental Health Services has been a national leader in whole-person mental health, crisis care, and substance use services since 1942 and is home to the nation's first Suicide Prevention Center. We are a nonprofit organization providing care to about 270,000 people annually across our programs. Didi Hirsch has deep roots in community-based mental health and a commitment to providing culturally responsive services that are just and equitable. More than 1,000 dedicated employees and volunteers make Didi Hirsch's work possible.

Summary

As the Administrative Assistant, you will provide essential administrative and logistical support to the Training & Community Engagement Dept, ensuring the smooth coordination of education, prevention, and engagement activities. You will support daily program operations by managing training & outreach requests, maintaining accurate data entry in electronic health record systems, supporting reporting through online survey platforms, and oversee logistical tasks related to outreach materials, including inventory tracking, stock replenishment, and preparation of materials for trainings and community events. Through strong organizational skills and attention to detail, you will help ensure timely communication, accurate documentation, and effective delivery of training and outreach services.

Primary Duties

• Manages Training & Outreach tracking spreadsheets, agency data entry (i.e. Exym or other electronic health record), survey results inputting, and oversight of request form entries.
• Prepares a wide variety of routine correspondence, forms, reports and similar items using word processing, spreadsheet, and data entry software.
• Manages full-scale calendaring and communication for all training and outreach events, including end-to-end management of virtual platforms, creating and overseeing Zoom meetings, distributing electronic training materials, tracking registrations and attendance, issuing certificates when applicable, and providing post-event slides and surveys.
• Coordinates with the agency Training Department on staff training needs, and provides back-end Relias access support.
• Oversees outreach logistics by preparing and restocking resource carts with outreach materials and promotional items, coordinating pick-ups and drop-offs with staff and volunteers, and maintaining the inventory of 20–25 printed collateral items.
• Manages material replenishment orders through approved vendors, tracking payments, coding, cost centers, and invoice processing with Accounts Payable.
• Oversees the compiling, packaging and shipping of all T&O "Materials Only" requests, and related tracking, and supports the department with all training invoices, including creating new vendor accounts, issuing invoices and tracking payments, and processing event registrations and fees.
• Provides dedicated administrative support for onsite safeTALK and ASIST workshops, coordinating LivingWorks materials, certificates, attendance tracking, invoicing, food orders, and parking logistics.
• Support department managers with scheduling and task management.
• Plans, organizes and coordinates meetings and training sessions; coordinates location; and refreshments; secures necessary media equipment; distributes meeting announcements; prepares and distributes meeting material; takes meeting minutes; ensures room is vacated and tidy after meeting or event.
• Copies, sorts, faxes, collates and retrieves documents.
• Responds to telephone calls and emails for the department in a timely, friendly manner and assists with the contactors' needs when appropriate.
• Attends routinely scheduled meetings as requested or required for the division, department or Agency.

Position Requirements

• High School diploma required.
• Minimum 3 years of administrative/clerical experience preferably in a social service/mental health or nonprofit environment.
• Demonstrate a working knowledge of business English, spelling, punctuation, and general office practices and procedures.
• Support the values and mission of Didi Hirsch as related to employment.
• Know and comply with Didi Hirsch division and Agency policies and documentation guidelines, and other state, federal regulations relating to division or department activities.
• Demonstrate current knowledge of all job specific skills to include strong working knowledge of computer systems and software as they apply to program or department activity.
• Possess basic math skills sufficient to monitor program petty cash and related functions.
• Present ideas, information, and viewpoints clearly, both verbally and in writing.
• Efficiently use the personal computer for word processing, spreadsheets, database maintenance and other related software programs.
• Utilize analysis, experience, and judgment to make decisions within policies and procedures.
• Demonstrate commitment to team objectives and Didi Hirsch philosophies.
• Adapt to changing needs by acquiring new skills and knowledge.

Our Vision

A future where everyone has equitable access to care and is empowered to achieve optimal mental health and well-being.

Our Mission

Didi Hirsch provides compassionate mental health, substance use, and suicide prevention services to individuals and families, especially in communities where discrimination and injustice limit access.

Core Values

Excellence: We are constantly innovating, learning from the communities we serve, and applying the latest research to advance best practices. We uphold the highest ethical standards to ensure we are providing compassionate and excellent care.

Diversity & Inclusion: We value diversity of background, experience, and ideas. We celebrate differences and prioritize creating a sense of belonging.

Equity: We are dedicated to promoting health equity in our communities, and we work to dismantle disparities and discrimination within both systems of care and society.

Well Being: We are devoted to the well-being of our staff, volunteers, and communities, and believe healthy teams lead to healthy clients.

Advocacy: We advocate across all levels of government and use our voice to reduce barriers to care with the goal of access to high quality, integrated healthcare for all.

Community Engagement: We build partnerships in the community and across sectors to create a more inclusive and responsive mental health ecosystem and enhance greater accessibility to care and support.