Administrative Assistant - Partial Hospitalization Program (PHP)

Job Description

Job Description

ADMINISTRATIVE ASSISTANT - PARTIAL HOSPITALIZATION PROGRAM (PHP)

Location: Williamsport, Pennsylvania
Job Type: Full-Time (In-Person)
Compensation: $18.00 - $24.00 per hour
Schedule: Monday-Friday | 7:30 AM - 3:30 PM

OVERVIEW

Diversified Treatment Alternative Centers (DTAC) is seeking a highly organized and detail-oriented Administrative Assistant to support our Partial Hospitalization Program (PHP) in Williamsport, PA.

This position serves as a key support role for program operations, helping coordinate schedules, appointments, records, communications, documentation, and administrative workflows. The Administrative Assistant helps ensure the smooth day-to-day operation of the program so clinical staff can focus on delivering quality care to children, adolescents, and families.

WHY JOIN DTAC?

• Consistent Monday-Friday daytime schedule

• Meaningful work supporting youth and families

• Collaborative and supportive team environment

• Opportunity to work alongside behavioral health professionals

• Professional development opportunities

• Mission-driven organization dedicated to helping children and adolescents achieve success

POSITION SUMMARY

The Administrative Assistant supports the daily administrative, scheduling, records management, coordination, and operational needs of the program. This position helps keep appointments, treatment meetings, records, reports, supplies, visitor processes, facility tracking, and administrative workflows organized and running efficiently.

This position does not provide clinical services or make clinical decisions but plays an important role in supporting overall program operations and service delivery.

KEY RESPONSIBILITIES

Appointment, Calendar & Meeting Coordination

• Schedule and track medical, psychiatric, therapy, family, treatment team, and other approved appointments and meetings.

• Confirm appointments and communicate schedule changes as needed.

• Coordinate transportation arrangements and supporting documentation.

• Follow up on missed or canceled appointments and assist with rescheduling.

• Maintain tracking systems for recurring meetings, appointments, and important deadlines.

Records, Documentation & Administrative Support

• Request, collect, scan, upload, file, and organize records and documentation.

• Maintain electronic and paper records, contact information, rosters, and administrative files.

• Track outstanding signatures, assessments, authorizations, and required documents.

• Prepare reports, correspondence, forms, meeting materials, and audit documentation.

• Support admissions and discharge processes through documentation management and coordination.

Office & Program Support

• Maintain office and program supply inventories.

• Assist with approved purchasing and supply requests.

• Support tracking logs, facility records, and operational documentation.

• Greet visitors and assist with visitor management procedures.

• Help prepare for audits, accreditation reviews, and licensing activities.

Communication & Professional Responsibilities

• Communicate professionally with families, community providers, schools, managed care organizations, vendors, and other stakeholders.

• Maintain confidentiality and protect sensitive information.

• Route clinical, safety, medication, or treatment concerns to appropriate leadership.

• Attend required training sessions and staff meetings.

• Perform additional administrative duties as assigned.

QUALIFICATIONS

Required

• High School Diploma or GED

• Strong organizational, communication, and customer service skills

• Proficiency with Microsoft Office, Outlook, Teams, and general computer applications

• Ability to manage multiple tasks and deadlines in a fast-paced environment

• Ability to maintain confidentiality and professionalism

Preferred

• Associate Degree or administrative coursework

• One or more years of administrative experience

• Experience in behavioral health, healthcare, medical office, child welfare, education, residential treatment, or human services settings

• Experience with Electronic Health Records (EHR/EMR) systems

• Experience scheduling appointments and managing calendars

REQUIREMENTS

• Minimum age of 21 years

• Valid driver's license and reliable transportation

• Ability to obtain and maintain all required background checks and clearances

• Ability to work onsite in Williamsport, PA

• Ability to handle confidential information in accordance with HIPAA and organizational requirements

BENEFITS

• Medical, Dental, and Vision Insurance

• 401(k) with Company Match

• Paid Time Off

• Health Savings Account (HSA)

• Flexible Spending Account (FSA)

• Life Insurance

• Employee Assistance Program (EAP)

• Tuition Reimbursement

• Employee Referral Program

• Professional Development Opportunities

WORK LOCATION

This is an in-person position based in Williamsport, Pennsylvania.

APPLY TODAY

If you are an organized and dependable professional who enjoys supporting teams and helping programs operate efficiently, we encourage you to apply and join the DTAC team.

EQUAL OPPORTUNITY EMPLOYER

Diversified Treatment Alternative Centers is committed to providing equal employment opportunities and fostering an inclusive workplace in accordance with all applicable laws. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetic information, sexual orientation, gender identity, or any other protected status under applicable law.