Program Assistant

Program Assistant

Aunt Martha's Health and Wellness boldly commits to supporting the well-being of our communities by delivering exceptional care, promoting equity in access, and fostering a culture of innovation. We are taking a responsible approach to creating environments that allow us to do what we do bestprovide healthcare and wellness.

Position Summary: The Program Assistant provides administrative and programmatic support to the HealthWorks department. This includes scheduling meetings, preparing reports, drafting communications, maintaining records, processing invoices, and data entry. The role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks in a dynamic environment.

Key Responsibilities:

• Administrative Duties:
• Manage monetary needs for the program, including purchasing supplies/equipment and collecting receipts.
• Process program-related invoices; review, reconcile, and ensure all vouchers, timesheets, and mileage logs are properly signed before submission for payment.
• Prioritize and manage incoming correspondence on behalf of the Vice President.
• Provide support at the reception desk, answer incoming calls, and direct inquiries appropriately.
• Participate in agency-wide safety and site coordination activities.
• Troubleshoot non-emergency program issues as needed.
• Programmatic Duties:
• Ensure timely submission of internal and funder reports to the Vice President.
• Coordinate and schedule staff meetings, training sessions, and conferences.
• Draft grants, reports, business correspondence, meeting minutes, and other written materials.
• Conduct client and provider satisfaction surveys; compile and present results.
• Enter client and provider information into both HealthWorks' internal database and the DCFS statewide database (SACWIS).
• Follow up on appointments, referrals, and client medical record requests.

Qualifications:

• Education & Experience: High school diploma or GED required. Minimum of 3 years of relevant administrative experience, particularly in multitasking environments.
• Skills & Abilities: Proficiency in Microsoft Office programs (Word, Excel, Outlook, etc.) Ability to type at least 40 words per minute. Strong written and verbal communication skills. Basic math skills, including calculating percentages and interpreting bar graphs. Ability to follow written, verbal, or diagram instructions and solve routine problems.

Licensure & Certifications: Valid Illinois driver's license and current auto insurance required.

Career Path: With additional education and training, this position may lead to roles such as HealthLine Operator or Medical Specialty Care Coordinator.

Compensation & Benefits: Aunt Martha's offers a comprehensive benefits package designed to support the health, growth, and well-being of every team member: Health, Dental, and Vision Insurance; Paid Time Off; Retirement Plan; Income Protection (Life and Disability Insurance); Professional Growth & Educational Support; Employee Assistance Program (EAP); Discounts on everyday services (e.g., cell phones, restaurants, and more); Service Awards recognizing years of service.

If you're organized, proactive, and passionate about supporting programs that improve community health, we encourage you to apply and join our mission-driven team at Aunt Martha's.