Program Assistant - ACT Services

Program Assistant - Act Services Kenneth Young Center

Kenneth Young Center is a 501(c)(3) not-for-profit dedicated to providing comprehensive outpatient behavioral health services to individuals of all walks of life. Located in the Northwest suburbs of Chicago, we offer a wide range of services including outpatient therapeutic care, recovery-oriented support, community prevention, LGBTQ+ outreach, older adult services, and crisis intervention. Our team welcomes and celebrates unique perspectives and represents the diversity and vitality of our local communities. Join our team to grow in your career while building stronger, healthier communities. Kenneth Young Center offers a robust benefit package that is highly competitive to the market and offers all full-time employees the following:

• 403(b) plan with organizational matching
• Medical insurance (Blue Cross and Blue Shield of Illinois - BCBS)
• Dental and vision insurance (BCBS) with low employee premiums
• Long term and short term disability (BCBS), no cost to employee
• Flexible spending account (with annual rollover)
• Basic life insurance (50k) paid for by the organization and option for additional voluntary coverage for self, spouse, or dependents (BCBS)
• Incentive program with potential for quarterly bonuses
• Opportunity for annual bonus and salary increase (discretionary based on annual KYC financial audit)
• Eligibility to participate in the Public Service Loan Forgiveness Program (PSLF)

To further promote an active and healthy work/life balance, KYC also offers a generous amount of paid time off and staff holidays.

• 4 weeks of Paid Time Off (With increases based on seniority)
• 8 Paid Organization-Wide Holidays
• 3 Personal Floating Holidays annually

Job Scope

The Program Assistant for Teams-based programs provides administrative and customer service coordination to the ACT (Assertive Community Treatment) team. ACT provides comprehensive and flexible community-based mental health and recovery services to clients with serious mental illness living in the Northwest Suburbs. The Program Assistant is an integral staff member of the team, and contributes to smooth and effective team functioning, and aids in communication between team members and external entities. Must be proficient in the use of electronic medical records and data reporting. Contribute to the development and support of workflows and other internal procedures, as needed.

Primary Responsibilities

• Act as primary administrative and coordination support to leaders of ACT.
• Attend daily meetings, take minutes, update client records, and communicate relevant scheduling and program information to staff.
• Enter progress notes into client chart EHR to bill for reimbursable consult and case management services, to meet fidelity and coordination needs.
• Contribute to the creation, update, and edit of events in team scheduling calendar and individual Outlook calendars to support and coordinate team members and leaders.
• Act as central communication triage as needed
• Contribute to the update of weekly scheduling
• Compile and maintain monthly census reports and active client lists; track case assignments and aid in the organization of referrals
• Provide general administrative support, as available: review all incoming mail and process, sort and respond; provide backup support of office manager tasks when needed; make copies and create packets; provide data entry support to staff; assist with mailing / faxing
• Assist in the maintenance of client electronic medical records; scan and upload documents to CIS (electronic medical records); and coordinate with KYC medical records technician to ensure charts are updated
• Help leaders maintain and update program logs, program practices, and daily/weekly/monthly scheduling and organization boards
• Coordinate with leaders and KYC authorization specialist as needed about client eligibility and benefit status, including MEDI checks, as available
• Contribute to team efforts to monitor, track, and submit documentation for clients with Medicaid spenddowns and insurance renewals
• Coordinate with administrative and program staff in Front Door and Colbert/Williams transition departments to provide context to staffings and grant data reporting
• Support ACT Manager / Director in communicating schedules for visits, on-call, or team-follow ups, on assigned work days.
• Support team in coordination with Genoa Pharmacy and other client pharmacies, as needed
• Contribute to team efforts to monitor client psychiatric appointments and help leaders ensure all relevant information is up-to-date in medical record (hospital discharge, doctor visits, staff visits) prior to appointment
• Participate in Team Services Fidelity development and quality oversight group, including coordination with Fidelity director to ensure programing is adhering to standards between external audits.
• Support CST program admin tasks, as needed and directed by Manager/Deputy Director
• Participate in interoffice mail distribution and communication following weekly schedule.
• Provide other duties as requested by Team Leaders, Managers, and Directors
• Participate in supervision, orientations, staff meetings, trainings, and professional development opportunities.

Work Schedule

• Required to travel between multiple local KYC offices as part of weekly schedule
• Position is based in-office at location with ACT team members. After onboarding and training (approx. 60-90 days), position may be eligible for up to 15 hours/week of remote/work-from-home hours for staff in good standing, based on program needs and as approved by Supervisor/Manager/Director

Education & Experience

• Preferred Bachelor's Degree (BA/BS) or High School diploma/GED with significant program coordination experience
• Previous administrative experience in a direct service program
• Preferred experience with direct service program support and/or quality review
• Knowledge and utilization of electronic medical record systems
• Experience creating and maintaining well-organized operational systems
• Customer service experience; preferably working with adults with mental health difficulties
• Computer and smartphone proficiency, including typing accuracy (min 40 mph), working knowledge of MS Word, Excel, Outlook, PowerPoint, Adobe PDF, team communication platforms (ex Microsoft Teams), Internet skills, and smartphone applications and messaging
• Familiarity with typical electronic office equipment including networked printers and scanners, phone and secure/electronic fax machines, and file storage equipment.

Schedule

• Non-Exempt, Full-Time, hourly, 37.5 hours per week
• Schedule is typically between Monday and Friday, business hours
• In-office with some remote/work from home after training based on program needs and leadership approval