Program Assistant

Program Assistant

Requirements

• Minimum of a high school diploma or equivalent (GED)
• Must possess a valid New York State driver’s license and reliable automobile.

Responsibilities

• Answer and screen telephone calls; provide coverage at the front desk and manage visitor sign-ins.
• Distribute and stamp incoming mail to appropriate staff or residents
• Monitor, reorder, and manage office and toner supplies; Operate and troubleshoot office equipment as able, request further support from maintenance as needed.
• Assists with admission process, including the completion and signing of admission paperwork.
• Create and maintain group rosters and schedules, ensuring accuracy and timeliness.
• Support with DSS paperwork and follow-up tasks to ensure program compliance.
• Participate in rounds to monitor resident safety and assist staff with resident safety checks and bedroom turnover/assignments as needed
• Assist with the coordination of external appointments and schedules for residents, specifically in relation to coordination of transportation.
• Coordinate access management, including Fob access and key distribution for residents and staff.
• Support with coordination of Quest Lab appointments and discharge appointments.
• Maintain the HR information board and serve as the Communication Liaison for the program ensuring up-to-date memos and notices are posted and reviewing important information during meetings.
• Assist with activities of daily living (ADLs) for residents when necessary.
• Submit maintenance orders and support the implementation of the agency’s policies and procedures.
• Effectively coordinate program-related bookkeeping duties, including rent collection, distribution of Petty Cash, and handling Program Needs Allowances (PNA), in line with agency policies and procedures.
• Oversee all office functions and ensure compliance with agency policies and procedures.
• Input data into the agency’s database to ensure compliance and accurate record-keeping.
• Prepare program correspondence as requested by the Program Manager, ensuring clarity and professionalism.
• Organize and maintain program files for easy access and efficient management.
• Meet all job-related time requirements and deadlines as directed by the Program Manager.
• Actively participate in program and agency activities as required, maintaining a collaborative and supportive role. Monthly attendance at Events Committee meetings.
• Possess a general knowledge of contagious diseases (i.e., HIV, Hepatitis B, TB etc.) and takes precautionary measures to limit transmission.
• Serve on agency committees as requested, offering support and insight into relevant matters.
• Adheres to Trauma-Informed Care principles and integrate these into interactions with residents, staff, and external partners.
• Maintains compliance with all required rules and regulations, including Federal Confidentiality (42 CFR, Part 2), HIPAA, Medicaid and/or HUD, and any others.
• Carry out additional duties as assigned to support the ongoing needs of the program and organization.
• Regular attendance at work location in accordance with schedule agreed upon with the Program Manager.

Preferred Qualifications

• Enhanced Qualifications (but not required): Completion of a certificate program with a secretarial or office management course.
• A minimum of six months’ paid secretarial experience preferred. This experience can include up to three months of volunteer or student field placement experience.