Job Title: Office Admin/EHR Support Specialist                

Location: Staten Island              

Reports to: VP of EHR Operations                                       

Department: Community                                                     

FLSA/Status: Non-Exempt/Full-Time

POSITION SUMMARY:

The Office Administrator / EHR Support plays a critical dual role in supporting daily office operations and maintaining accurate electronic health record (EHR) systems. This position is responsible for ensuring efficient administrative coordination, accurate data management, and compliance with organizational and regulatory standards.

Serving as the point person for office-based activities, the role oversees event coordination, staff engagement initiatives, and general office support to maintain smooth day-to-day operations. In addition, the position provides direct support to the VP of EHR Operations by managing Therap system functions, including profile creation and maintenance, user access permissions, documentation organization, and attendance tracking.

The role is highly data-driven and requires consistent monitoring of reports, auditing of electronic records, and proactive resolution of discrepancies to ensure accuracy, compliance, and audit readiness. Strong communication and collaboration skills are essential, as the position utilizes Microsoft Outlook and Teams to coordinate across departments and ensure timely information sharing.

Office Administration Tasks 

• Enter and update pertinent information in databases to ensure all events are posted, records are current and accurate. 

• Point person for Office based activities, such as DSP week and other office celebrations. 

• Support general administrative coordination to help maintain smooth day-to-day office operations. 

• Assist VP of EHR Operations with EHR Support functions. 

EHR / Therap Tasks 

• Create and manage Therap profiles for newly enrolled individuals and discharge profiles for those who have left the program. 

• Use Microsoft Outlook and Teams to share relevant information and communicate effectively with the team. 

• Manage access permissions for staff in Therap and HRIS systems to ensure appropriate access levels. 

• Enter Day Hab schedules into the Therap Attendance Module to maintain accurate attendance records. 

• Upload and organize service documentation within the appropriate modules to ensure easy access and retrieval. 

• Generate and review reports such as ISP Data deletion reports, CBPV, HES, SEMP reports, and billing reminders to ensure data accuracy and completeness. 

• Review electronic records every three months to ensure they are audit-ready and compliant with regulations. 

COMPETENCIES

• Office administration and coordination — Manages day-to-day office operations, including maintaining accurate records, coordinating events such as DSP Week and office celebrations, and ensuring smooth administrative workflows.
• Data entry and database management — Accurately enters, updates, and maintains information across multiple systems to ensure records are current, complete, and compliant with organizational standards.
• Event and staff engagement coordination — Plans and supports internal events and initiatives that promote staff engagement, teamwork, and organizational culture.
• Administrative support and executive assistance — Provides proactive administrative and operational support to leadership, including assisting the VP of EHR Operations with EHR-related functions and coordination tasks.
• EHR system administration (Therap proficiency) — Creates, maintains, and discharges individual profiles in Therap, ensuring accurate documentation and system integrity.
• User access and permissions management — Manages staff access levels within Therap and HRIS systems, ensuring appropriate permissions, security, and compliance with organizational policies.
• Scheduling and attendance tracking — Enters and maintains Day Hab schedules within the Therap Attendance Module to ensure accurate attendance documentation and reporting.
• Documentation management and organization — Uploads, categorizes, and maintains service documentation within appropriate systems to ensure accessibility, consistency, and audit readiness.
• Reporting and data analysis — Generates and reviews reports such as ISP Data deletion reports, CBPV, HES, SEMP, and billing reminders to identify discrepancies, ensure accuracy, and support operational decision-making.
• Compliance monitoring and audit readiness — Conducts quarterly reviews of electronic records to ensure compliance with regulatory standards and maintains continuous audit readiness.
• Internal communication and collaboration — Uses Microsoft Outlook and Teams to effectively communicate, share updates, and collaborate with cross-functional teams.
• Technical proficiency in administrative systems — Demonstrates strong working knowledge of Therap, HRIS systems, and Microsoft Office 365 to support efficient operations and reporting.
• Attention to detail and accuracy — Ensures high levels of precision in data entry, reporting, recordkeeping, and documentation management.
• Problem solving and process improvement — Identifies issues within administrative and EHR processes and implements practical solutions to improve efficiency and accuracy.
• Time management and prioritization — Effectively manages multiple responsibilities, deadlines, and competing priorities in a fast-paced environment.
• Professional integrity and confidentiality — Maintains strict confidentiality of sensitive participant and staff information while adhering to ethical and compliance standards.

• High School Diploma or equivalent required. 
• Clerical experience and Therap preferred.