Administrative Assistant

Vinfen

. Welcome visitors and direct them to proper staff person.

Posted 5/7/2026full-timeCambridge • Massachusetts • 🇺🇸 United StatesJuniorWebsite

About the role

Key responsibilities & impact

Welcome visitors and direct them to proper staff person.
Answer telephones and direct calls to proper party.
Assist with and check phone messages.
Maintain phone listings.
Direct questions to correct staff.
Assist with setting up rooms for staff trainings.
Maintain the fax and postage machine.
Distribute faxes and mail to mailboxes.
Ensure appropriate postage on outgoing mail.
Maintain and update mailboxes, as needed.
Send regular and express mail packages.
Order and maintain supplies such as envelopes, mailing materials, and stationary.
Schedule use of conference room(s).
Prepare forms for submission to Vinfen.
Log all checks.
Audit money logs monthly.
Update contingency loan payment information daily.
Process service delivery documentation by ACCS staff.
Complete monthly billing through EIM for ACCS PS as directed by Team Leader.
Collect team appointments/schedules; prepare standard reports such as Staff Productivity Report, as directed by Team Leader.
Attend Staff Meetings, take minutes.
Create enrollment/rollover packets for PS and register new PS into clinical record keeping systems as needed.
Log Events and Performance Measure information as directed by Team Leader.
Promote engagement, housing permanency, community tenure, achievement of greater self-sufficiency and successful completion of service for all PS.
Promote healthcare, employment and education services access for PS.
Perform other administrative support tasks such as typing correspondence, preparing spreadsheets, recording meeting minutes, and preparing record pick up from Iron Mountain.
May perform Rep-Payee duties as assigned by Team Leader.

Requirements

What you’ll need

A high school diploma or equivalent is required.
One to three years experience in an administrative support function is strongly preferred.
Bilingual/bicultural applicants and applicants with lived experience of psychiatric conditions are encouraged to apply.
Valid driver’s license must be presented at the time of employment.
At least 21 years of age, have maintained a valid US driver’s license for at least one year, and must be able to pass a driver’s screening background check.
Must maintain a safe driving record, which is subject to annual checks.

Benefits

Comp & perks

Professional Development
Hiring Events
External Referral Program

ATS Keywords

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Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools

administrative supportbillingdocument processingreport preparationdata loggingschedulingmail handlingsupply managementminute takingrecord keeping

Soft Skills

communicationorganizationteam collaborationattention to detailcustomer serviceproblem-solvingtime managementbilingual communicationcultural competencyengagement promotion

Certifications

high school diplomavalid driver's license