Administrative Assistant

The mission of the Helen Keller National Center for Deaf-Blind Youths and Adults is to enable each person who is deaf-blind to live and work in his or her community of choice. Authorized by an Act of Congress in 1967, HKNC is the only organization of its kind—providing training and resources exclusively to people age 16 and over who have combined vision and hearing loss. Students travel from across the country to our headquarters in Sands Point, New York, for on-campus training in assistive technology, vocational services, orientation and mobility, communication and independent living, and our regional offices bring HKNC resources to communities throughout the United States. Employment at HKNC is a "one-of-a-kind" experience and at HKNC, we seek employees who have a strong work ethic, strive for excellence, enjoy a challenge, and are highly motivated and creative.

We currently have an exciting career opportunity available to join the HKNC team as an Administrative Assistant.  The Administrative Assistant will provide administrative support to the Admissions Coordinator at HKNC and perform receptionist duties on a rotating basis. 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Create Student’s Contact Sheet, Medical Folder and Admission File. 
  • Insert new student’s name in the Admissions Department Referral Folder.
  • Enter changes on monthly Status Reports and Status Sheets.
  • Copy application and distribute Student’s Medical reports, Medical Coverage, Medical Consent and Mental Health Release to appropriate persons (Medical etc).
  • Scan and upload students’ admissions packets onto the shared network.
  • Send Receipt Request Letter and copy Regional Rep, Student (include dietary questionnaire, clothing list and Student Booklet,)
  • Contact travel agent to obtain quotes and book flights for incoming students.
  • Arrange airport transportation for new students, families and/or escorts.
  • Create transportation schedule for Confident Living and Young Adult Programs.
  • Secure overnight accommodations for New Student’s families and/or escort.
  • Send Admission and Welcome letters, once student is medically cleared.
  • Contact Doctors’ office to request medical information via phone, fax or e-mail
  • E-mail regional representatives, state sponsors, students and families.
  • Share receptionist coverage during breaks, lunch periods throughout the week. Provide additional coverage during receptionist’s absences.
  • Order necessary office supplies.
  • Update Admissions Committee Worksheet
  • Take notes during weekly Admissions Committee meeting.
  • Purge Students’ files after 7 years, make a list and then box for storage. 
  • Access CIS system for New York students.
  • Scan and send e-mail correspondence to Student’s Case Manager.
  • Answer phones calls and document messages.
  • Stamp and bring down mail; Sort and distribute incoming mail; Process incoming/outgoing UPS and overnight packages.
  • Unlock and lock file cabinets.
  • Greet and welcome visitors, determine nature of business, and conducts visitors to employer or appropriate person.
  • Perform related duties as directed by Admissions Coordinator, Office Manager, and/or Administration  
  • EDUCATION and/or EXPERIENCE:

Associates Degree or Certificate from an accredited secretarial school is preferred.

Proficiency in typing, Microsoft Windows 7, MS Outlook, Excel, Adobe, e-mail, scanning, customer service and general clerical work. Multi-tasking and organizational skills are necessary.

To Apply: Send resume and cover letter to hkncrecruitment@hknc.org

Please Send Resume and Cover Letter to: hkncrecruitment@hknc.org