NYSACHO Office Assistant

Job Type: Full-time

Who We Are
The New York State Association of County Health Officials represents and supports local health departments across New York State and works to strengthen public health systems and workforce capacity. We partner with county leaders, state agencies, and community organizations to strengthen public health systems so that every community, whether urban, rural, or suburban, has access to responsive, trusted, and culturally relevant public health services.

Our work is rooted in service, collaboration, and accountability to the communities our members serve. We are actively reimagining how public health leadership looks, feels, and functions, so that our staff, partners, and members reflect the diversity, strength, and resilience of New York State.

Responsibilities

Who We Are
The New York State Association of County Health Officials represents and supports local health departments across New York State and works to strengthen public health systems and workforce capacity. We partner with county leaders, state agencies, and community organizations to strengthen public health systems so that every community, whether urban, rural, or suburban, has access to responsive, trusted, and culturally relevant public health services.

Our work is rooted in service, collaboration, and accountability to the communities our members serve. We are actively reimagining how public health leadership looks, feels, and functions, so that our staff, partners, and members reflect the diversity, strength, and resilience of New York State.

Position Summary
The Office Assistant provides administrative, operational, and member support services to the New York State Association of County Health Officials (NYSACHO). This position serves as a key point of contact for local health department members and supports the day-to-day operations of the association by coordinating meetings, maintaining records, supporting organizational compliance requirements, preparing for events, managing office operations, and assisting staff with a variety of projects and administrative functions.

The successful candidate will be highly organized, customer-service oriented, detail-focused, and capable of managing multiple priorities in a collaborative nonprofit environment.

Duties and Responsibilities

Administrative and Executive Support

• Provide administrative support to the Executive Director and NYSACHO staff.
• Maintain physical and electronic organizational records, files, and documentation.
• Support document filing, record retention, and organizational compliance requirements.
• Maintain and update the NYSACHO Board Binder and related governance materials.
• Format correspondence, reports, presentations, meeting materials, and letters.
• Make copies, scan documents, and assist with document management activities.
• Assist with organizing and maintaining physical and digital filing systems.
• Take notes during staff meetings and committee meetings as assigned.
• Track action items resulting from meetings and provide follow-up support to ensure completion.
• Assist with special projects and administrative tasks as assigned.

Member Services and Communications

• Serve as a primary point of contact for local health departments and NYSACHO members.
• Maintain member contact information, committee rosters, and distribution lists.
• Help ensure members receive timely communications related to meetings, committees, and organizational activities.
• Support committee and workgroup communications and scheduling.
• Maintain records of committee participation and leadership assignments.

Meeting and Calendar Coordination

• Schedule meetings and appointments for staff, committees, workgroups, board members, and external partners.
• Coordinate meeting logistics, invitations, agendas, materials, and follow-up communications.
• Prepare materials and logistics for in-person meetings and events.
• Maintain the NYSACHO member calendar and ensure it accurately reflects meetings, trainings, conferences, and other organizational activities.
• Assist with preparing meeting packets, name badges, handouts, and presentation materials.

Event and Project Support

• Assist staff with planning and preparation for conferences, trainings, board meetings, and special events.
• Coordinate event logistics including materials, registrations, supplies, room setup, and onsite support.
• Order food, refreshments, and meeting materials for events and meetings.
• Pack and ship items as needed for meetings, conferences, and organizational activities.
• Provide support for special projects and initiatives as needed.

Office Operations and Inventory Management

•  Maintain a professional, organized, and welcoming office environment.
• Open, sort, and distribute incoming mail and packages.
• Receive, organize, track, and process supplies and deliveries arriving at the office.
• Order and maintain supplies for the office, kitchen, meetings, and special events.
• Support general office organization and operational needs.
• Maintain office equipment and coordinate service or repair requests as necessary.

Website and Information Management

• Make routine updates to the NYSACHO website as requested by staff.
• Post meeting information, announcements, and other content as assigned.
• Assist with maintaining organizational databases and information systems.

Minimum Qualification

• Associate’s degree or equivalent combination of education and experience preferred.
• Strong organizational and time management skills.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Excellent attention to detail and accuracy.
• Strong verbal and written communication skills.
• Strong administrative and customer service skills.
• Comfortable working independently and collaboratively within a team environment.
• Proficiency with Microsoft Office applications, including calendar, email, document management systems, and basic office technology.
• Ability to schedule, launch, manage and coordinate virtual meetings in teams and Zoom.
• Experience with scheduling, event coordination, and administrative support preferred.
• Ability to maintain confidentiality and exercise professionalism in all interactions.

Special Requirement

Key Competencies

• Organization and planning
• Customer service and member relations
• Communication and interpersonal skills
• Attention to detail
• Problem-solving and initiative
• Reliability and accountability
• Adaptability and flexibility
• Teamwork and collaboration
• Occasional travel within New York State may be required to support meetings, conferences, and organizational events.
• Ability to lift and carry office or event materials weighing up to 25 pounds.

Working Conditions and Other Requirements

• Full-time position (35 hour per week schedule), Monday through Friday, 8:00 a.m. to 4:00 p.m.
• Hybrid work schedule with approximately three days per week in the Albany office and two days per week remote.

Salary: $45,750 - $50,000 Annually

To Apply

Equal Employment Opportunity

NYSACHO is committed to providing equal employment opportunities to all employees and applicants and does not discriminate on the basis of race, color, religion, creed, national origin, age, sex, disability, marital status, sexual orientation, gender identity, veteran status, or any other protected characteristic under applicable law.

To Apply: Please send your resume and a brief cover letter to Sarah Ravenhall at sravenhall@nysacho.org before Wednesday November 18th at 5:00pm.