Administrative Specialist

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.   About the Division of Supportive Housing (DSH) MHA’s Division of Supportive Housing (DSH) provides safe, stable housing and individualized wraparound services for individuals who have experienced chronic homelessness. Many of the people we serve are also navigating challenges related to substance use, incarceration, or trauma. DSH programs are designed to support long-term stability and help individuals successfully transition to independent, permanent housing. Through person-centered care, housing navigation, and community-based supports, we empower each individual to build a foundation for recovery, self-sufficiency, and a better quality of life. ____________________________________________________________________________________________ Position Summary MHA is seeking a motivated Administrative Specialist to support our Supportive Housing Division. This role is essential in ensuring smooth program operations through a variety of administrative tasks that impact service delivery for individuals facing housing instability and other challenges. The ideal candidate is detail-oriented, organized, and thrives in a structured environment. Responsibilities include maintaining records, managing compliance documents, coordinating meetings, and supporting staff onboarding. This position works closely with program leadership and multiple teams. If you have strong communication skills, can prioritize tasks effectively, and want to contribute to meaningful community-based work, we encourage you to apply. Pay Rate: $20 an hour Schedule: Monday through Friday 9am-5pm (40h) Key Responsibilities Maintain accurate employee records and compliance documentation  Create and update forms, reports, and tracking tools  Organize and manage participant medical records (paper and electronic)  Schedule meetings and coordinate with internal departments and external partners  Take and distribute meeting minutes as needed  Enter and manage data within the electronic health record and other systems  Monitor and track participant consents and documentation deadlines  Support onboarding and hiring workflows (e.g., scheduling, tracking open positions)  Provide occasional front desk coverage and general clerical support  Assist with training staff on administrative processes and procedures  Communicate effectively across departments to support division goals     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 Strong administrative skills and attention to detail Experience in human services, healthcare, or related fields preferred Proficient in Microsoft Office (Word, Excel, Outlook, OneNote) Ability to learn and use systems such as EHANA, Complete Payroll, and RELIAS Strong communication, organization, and multitasking abilities Ability to work both independently and as part of a team Commitment to MHA’s values of Respect, Integrity, and Compassion Benefits Health Care Plan (Medical, Dental & Vision) Retirement Plan (403B, IRA) Life Insurance (Basic, Voluntary & AD&D) Paid Time Off (Vacation, Sick & Public Holidays) Family Leave (Maternity, Paternity) Long Term Disability $20 an hour