Program Assistant

Job Description

Job Description

Reports to: Site Coordinator Program: Sterling Community Center (SCC) Location: White Plains Hours Per Week: 14
FLSA Status: Part Time, Non-exempt

Salary Range : $18-$21 per /hr

Summary Description:

The Program Assistant is responsible for supporting administrative functions within the Sterling Community Center as necessary to ensure the smooth and orderly operation of the program. The Program Assistant will also act as the receptionist, meeting and greeting clients, staff, and community visitors in a positive and courteous manner. The Program Assistant will work with a person-centered, trauma-informed philosophy in alignment with the values of Greater Mental Health of NY and respond to calls on the Information and Referral Line.

Responsibilities:

• Provide person-centered, recovery-oriented service to all visitors to SCC.
• Handle incoming calls while maintaining polite, consistent professionalism and etiquette.
• Take and deliver messages from the general voice mailbox and emails to SCC staff.
• Track SCC attendance and service data as needed.
• Assist with filing, faxing, and other administrative functions.
• Maintain inventory and ordering of supplies and office needs in collaboration with the Site Coordinator, agency systems, facility, and IT, amongst others.
• Generates, compiles, and disseminates reports related to program service delivery, chart completeness, and productivity.
• Contributes to the daily operations of a peer professionally run community center, promoting a culture grounded in mutuality, recovery-oriented principles, and trauma-informed interactions.
• Other designated duties.

Competencies:

• Strong communication and human relations skills.
• Attention to detail.
• Understanding of front desk operations.
• Good time management skills.
• Excellent telephone etiquette and service.
• Patience, flexibility, professionalism, and the ability to work in a busy office with many disruptions.
• Familiarity with and ability to use an Electronic Health Record system.
• Demonstrated dedication to promoting recovery and recovery-oriented principles.

Key Performance Indicators (KPIs):

• Percent of phone calls resolved without escalation.
• Effectiveness in supporting administrative tasks and compliance with office procedures, amongst other related administrative tasks.
• Filing/system maintenance completion and accuracy.
• Timeliness of requested reports, data, and task completion.
• Client satisfaction.

Requirements:

• High school diploma/GED or equivalent required.
• Minimum of two years of reception experience in a fast-paced office, preferably in a medical or community mental health office.
• Peer Professional Experience and/or Certification highly valued.
• Demonstrated proficiency with MS Office Suite and database applications.
• Must be reliable and responsible, demonstrating the ability to work both independently and as part of a team.
• Must show initiative and exercise good judgment.
• Experience with EHR (Electronic Health Records).
• Fluency in English (Reading, Writing, Speaking).
• Bilingual Spanish-speaking, preferred.
• Must adhere to the program’s policy, procedures, and professional code of ethics.
• Must always adhere to confidentiality practices.
• Must be cleared and maintain clearance by applicable regulatory clearances as required.  
• Legally eligible to work in the United States without sponsorship.

Special Considerations:

• Hours per week, reporting structure, and location are subject to change per program needs.
• Employee may be sitting, performing computer work for extended periods of time.

Mandated Reporter:

This is a Mandated Reporter position. The NYS Justice Center legislation defines anyone who has regular and substantial contact with any person with special needs as a “custodian” under the law and, therefore, a mandated reporter. You can be held liable by both the civil and criminal legal systems for intentionally failing to make a report.

Greater Mental Health of New York is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. Greater Mental Health of New York is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request a reasonable accommodation, contact the Human Resources Department.