Administrative Assistant

About MHA

MHA – Mental Health Association is a nonprofit organization dedicated to helping people live their best life. We provide a wide range of services across Western Massachusetts, including outpatient therapy, substance use recovery, supports for individuals with developmental disabilities or brain injuries, and residential and housing programs. MHA serves individuals impacted by mental illness, substance use, developmental disabilities, brain injuries, and homelessness. Our mission is rooted in inclusion, dignity, and empowering people to lead fulfilling, independent lives.

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Position Summary

The Administrative Assistant for Professional Development supports the Quality & Professional Development department in maintaining the structure, quality, and safety of the agency’s systems while creating effective learning experiences for employees at MHA. This role requires strong organizational skills and a commitment to enhancing systems within a collaborative team environment. The position emphasizes efficiency and exceptional customer service. This position is fully in-person at your corporate office in Chicopee, MA.

Pay Rate: $20 an hour

Open Shift: Monday through Friday 9am-5pm (40h), in person

Key Responsibilities

• Schedule and coordinate employee training sessions, meetings, and appointments.
• Enter and maintain data across multiple systems, including Relias and other agency databases.
• Maintain and track employee compliance records and documentation.
• Create, update, and manage administrative forms, worksheets, and reports.
• Coordinate with vendors regarding deliveries, purchases, and maintenance needs.
• Organize and maintain physical and electronic filing systems.
• Take meeting minutes and send reminders (calls, texts, or calendar invites) for trainings, meetings, and appointments.
• Provide administrative support by assisting with schedules, open positions, onboarding processes, and general office tasks such as copying, scanning, and compiling reports.

Equal Opportunity Statement

The Mental Health Association is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Requirements

• Ability to work efficiently within a diverse team and great attention to detail for accuracy.
• Strong organizational skills with the capacity to manage multiple priorities.
• Proficient notetaking and adherence to established processes and procedures.
• Familiarity with confidentiality protocols and a commitment to upholding them.
• Respectful and professional interaction with team members, vendors, and contacts.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and OneNote; knowledge of Access is a plus.
• Willingness to learn new software, including ADP Payroll, EHANA (electronic health record), HCSIS Virtual Gateway and RELIAS (online training portal).
• Competence in basic administrative tasks such as phone communication, scanning, emailing, and meeting coordination.
• Basic math skills to assist with financial transaction auditing.
• Ability to create forms, newsletters, reports, spreadsheets, and other organizational tools.
• Bilingual candidates are encouraged to apply.

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (403B, IRA)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Long Term Disability
• $20 an hour