Program Assistant

Benefits Free uniforms Opportunity for advancement Training & development Flexible schedule Program Assistant – Therapeutic Day Treatment (TDT) – Loudoun County $23.00–$27.00 per hour | 30 hours per week | Monday–Friday, 8:00 AM–2:00 PM | Hybrid About Tree of Life Family Services Tree of Life Family Services, LLC provides behavioral health services to children and families throughout Northern Virginia. We are committed to providing high-quality, compassionate behavioral health services while creating a supportive professional environment built on teamwork, accountability, communication, ethical practice, regulatory compliance, and continued professional growth. About the Position The Program Assistant is a hands-on program support and quality-assurance position for a behavioral health professional who is organized, proactive, dependable, detail-oriented, and comfortable working closely with TDT Counselors, families, school personnel, and management. Schedule & Location This is a 30-hour-per-week W-2 position with a required Monday through Friday schedule of 8:00 AM–2:00 PM. The position offers a hybrid work setting. There is no routine requirement to work from the Tree of Life office. Administrative responsibilities, documentation review, quality assurance, tracking, coordination, communication, and counselor-support responsibilities may generally be completed remotely. The Program Assistant will also conduct school rounds and counselor check‑ins approximately one to two times per week based on program needs . These visits are intended to support program operations, communicate with counselors and school personnel, identify concerns, assist with coordination, and maintain strong working relationships with our school partners. The Program Assistant must be available to report to the Tree of Life office when required for scheduled trainings, meetings, audits, compliance activities, supervision, or other identified program needs. Because this position works directly within a Medicaid‑funded TDT program and may include clinical support or direct‑service responsibilities when appropriately assigned, an active Virginia QMHP‑Trainee registration is the minimum credential requirement for this position. Candidates with an active QMHP or another qualifying Virginia behavioral health credential may also be considered. What You'll Do Provide ongoing program support to TDT Counselors and assist with day‑to‑day operational needs Review progress notes and other TDT documentation for completeness, timeliness, accuracy, required elements, and adherence to Tree of Life documentation standards Maintain counselor, client, authorization, family‑session, care‑coordination, and documentation deadline trackers Monitor upcoming documentation, authorization, assessment, treatment‑plan, and other program deadlines and communicate reminders to appropriate staff Support TDT referrals, pre‑screening, intake coordination, onboarding, and program workflow Assist counselors with documentation questions, workflow concerns, scheduling issues, and program procedures within the scope of the position Conduct school rounds and counselor check‑ins approximately one to two times per week based on program needs Coordinate professionally with school social workers and other appropriate school personnel regarding TDT services, student needs, counselor support, scheduling, and program‑related concerns Conduct quality‑assurance follow‑up calls with parents and guardians to support service quality, family engagement, communication, and identification of concerns Conduct or support family sessions when appropriately assigned and within the employee’s credential, role, supervision, and program requirements Support new counselor onboarding, orientation, documentation training, and continued professional development Assist with monitoring counselor attendance, student attendance, school coverage, caseload changes, and other operational needs Maintain professional communication and collaboration with school personnel, counselors, families, supervisors, and the Tree of Life management team Identify documentation, staffing, attendance, coverage, credentialing, compliance, or operational concerns and communicate them promptly to management Assist with quality improvement activities and preparation for audits, reviews, licensing activities, payer reviews, and other program requirements Assist with organizing and preparing information needed for TDT staff meetings, case reviews, training, and program activities Participate in TDT staff meetings and required program meetings Participate in required clinical supervision, case consultation, and program supervision as applicable to the employee's credential and assigned responsibilities Demonstrate consistent initiative, organization, accountability, professionalism, confidentiality, and follow‑through with assigned Program Assistant responsibilities Virginia Credential Requirements An active Virginia QMHP‑Trainee registration is required at minimum for this position. Candidates may qualify with: Active Virginia QMHP‑Trainee (QMHP‑T) registration Active Virginia QMHP registration LMHP, LMHP‑Resident, LMHP‑Supervisee, LMHP‑RP, or another Virginia credential authorized to perform the applicable TDT responsibilities Applicants With a Pending QMHP‑Trainee Application Applicants who meet the requirements to pursue QMHP‑Trainee registration but do not yet have an active registration may still apply and may be considered during the recruitment process. However, QMHP eligibility alone is not considered an active QMHP‑Trainee registration. A pending application, application receipt, Board checklist, or proof that documents were submitted does not substitute for an active registration issued by the Virginia Board of Counseling. Applicants who qualify to pursue QMHP‑Trainee registration may review the Virginia Board of Counseling requirements and application information here: Candidates with a pending QMHP‑Trainee application are expected to: Actively monitor their Virginia Board of Counseling application and online checklist Follow up regarding any incomplete or outstanding requirements Respond promptly to requests from the Board Keep Tree of Life Human Resources informed of their application status Notify HR promptly if they encounter an issue or delay with the Board Submit their active QMHP‑Trainee registration or current DHP credential verification to HR immediately once issued Tree of Life must verify the active qualifying credential before the employee begins responsibilities that require the credential or independently performs Medicaid‑funded TDT services. Recruitment, interviewing, background screening, credential review, and appropriate onboarding activities may occur while registration is pending. However, the employee’s final start date and assigned responsibilities may be contingent upon active credential verification, completion of employment requirements, and program needs. Qualifications Active Virginia QMHP‑Trainee registration required at minimum; active QMHP or other qualifying Virginia behavioral health credential also accepted Bachelor’s or master’s degree in psychology, counseling, social work, human services, or a related behavioral health field Experience working in behavioral health, mental health, human services, or a related setting Experience working with children and/or adolescents strongly preferred TDT, school‑based behavioral health, community mental health, quality assurance, program coordination, or similar experience preferred Strong understanding of professional documentation and behavioral health service delivery Strong organizational skills and attention to detail Excellent written and verbal communication skills Ability to independently manage multiple responsibilities, priorities, trackers, and deadlines Ability to provide professional, constructive, and respectful support to counselors Comfortable communicating with families, school personnel, counselors, supervisors, and management Ability to maintain confidentiality and appropriately handle sensitive clinical and personnel information Ability to identify concerns and elevate them appropriately rather than independently making decisions outside the scope of the position Reliable transportation and ability to travel to assigned Loudoun County school locations Reliable access to a computer and internet connection for documentation review, communication, virtual meetings, training, tracking, and other required responsibilities Ability to adapt professionally to changes in regulatory requirements, payer requirements, documentation standards, credentialing requirements, program procedures, and operational needs Important Schedule Expectations This position requires consistent availability Monday through Friday from 8:00 AM to 2:00 PM. Candidates must be available for the full scheduled hours. The regular schedule cannot be routinely shifted to earlier or later hours because Program Assistant availability is required during school and TDT program operating hours. The Program Assistant must also be available for required school rounds, staff meetings, supervision, trainings, audits, and other program responsibilities occurring during the established work schedule. School Calendar, Paid Holidays & PTO The Program Assistant primarily follows the school‑year operating structure of the TDT program. The position includes designated paid company holidays and approved school‑closure days in accordance with the annual Program Assistant work calendar and company policy. During certain student holidays and school breaks, the Program Assistant may have designated paid days off, while other days may be scheduled as administrative workdays for documentation review, quality assurance, counselor support, training, program preparation, referral coordination, audit preparation, tracking, or other Program Assistant responsibilities. The position also includes 30 hours of PTO during the first year , subject to company policy. A Stable Role With Opportunity to Grow Tree of Life’s TDT program is continuing to expand, and we are looking for someone who wants to grow with the program. The position is currently structured at 30 hours per week, Monday through Friday from 8:00 AM–2:00 PM. As the program continues to grow, there may be an opportunity for the Program Assistant position to expand to 40 hours per week, 8:00 AM–4:00 PM , based on program and operational needs. Future expansion of hours is not guaranteed , but this position offers the opportunity to grow alongside the program as additional students, counselors, schools, referrals, and program responsibilities are added. As a growing behavioral health program, Tree of Life continues to adapt to evolving regulatory, payer, school‑system, credentialing, documentation, and program requirements. The successful Program Assistant will approach change with professionalism, flexibility, accountability, and a solution‑focused mindset while assisting the TDT team with implementing updated requirements. Summer TDT Summer TDT opportunities may be available based on student participation, authorizations, school availability, staffing, and overall program needs. Summer assignments, schedules, and hours are not guaranteed and may differ from the regular school‑year schedule. Administrative, quality‑assurance, training, program‑development, and other responsibilities may also vary during the summer based on program needs. Compensation & Benefits Pay: $23.00–$27.00 per hour, based on credential level, qualifications, directly relevant experience, program‑support experience, and overall fit for the position Schedule: Monday–Friday, 8:00 AM–2:00 PM Hours: Approximately 30 hours per week Employment: W-2, nonexempt Work Setting: Hybrid. Remote administrative work with school-based rounds/check-ins in Loudoun County and occasional in‑office attendance when required for trainings, meetings, audits, compliance activities, supervision, or other program needs PTO: 30 hours during the first year, subject to company policy Paid Holidays/Closures: Designated paid company holidays and approved school‑closure days in accordance with the annual Program Assistant work calendar and company policy Retirement: SIMPLE IRA retirement plan available to eligible W-2 employees Health Insurance: Health insurance is not currently offered for this position Evenings/Weekends: Not part of the regular schedule Grow With Tree of Life Tree of Life provides TDT‑specific orientation and training, ongoing supervision and case consultation, professional development, and opportunities to strengthen skills in quality assurance, clinical documentation, program coordination, family engagement, school collaboration, compliance, and behavioral health program operations. Flexible work from home options available. Join Tree of Life Family Services and grow with a team committed to supporting students, families, schools, and behavioral health professionals throughout Loudoun County. Flexible work from home options available. #J-18808-Ljbffr TREE OF LIFE FAMILY SERVICES LLC