Program Assistant

Program AssistantCASES is currently seeking a Program Assistant for our Pretrial Services Department. The Program Assistant is an integral member of the borough team, providing comprehensive administrative, operational, fiscal, and program support across the Supervised Release Program (SRP) and its behavioral health Clinic Satellite. Working closely with the Borough Director, Clinical Director, supervisory staff, clinicians, and direct service teams, the Program Assistant helps ensure coordinated and efficient operations across both settings.This position supports core office operations while also providing dedicated administrative support to the Clinic Satellite, including coordinating initial mental health intake appointments, conducting participant outreach and appointment reminders, tracking attendance and follow-up needs, supporting clinical scheduling, maintaining accurate participant information, and assisting with required clinical, billing, compliance, and operational reporting. Within SRP, the Program Assistant supports participant-facing and programmatic activities, including data tracking, reports, referrals, court-related administrative processes, special projects, and other operational initiatives.The Program Assistant also coordinates calendars and room utilization, maintains office and participant resource inventories, supports fiscal processes, and serves as a primary point of contact for participants, visitors, and community partners. The position requires close collaboration across clinical, case management, administrative, and leadership teams and plays an important role in creating an organized, responsive, trauma-informed, and welcoming environment for participants.We are looking for someone who is highly organized, detail-oriented, proactive, and committed to making a positive impact in the lives of individuals involved in the criminal justice system. The ideal candidate possesses exceptional organizational and communication skills, thrives in a fast-paced environment, effectively manages competing priorities, and demonstrates sound judgment while maintaining confidentiality.Salary: The salary for this role is $49,173.00 per yearShift Hours: The Program Assistant is a full-time position working Monday – Friday from 9:00am – 5:00pmLocation Address: 4 West 125th Street, New York, NY 10027. Our office is easily accessible by public transportation.Workplace Flexibility: Flexible - (for roles that have days that can be partially remote, e.g., being able to draft notes at home after going to the office/community in the morning).What You Will Be Doing:Provide comprehensive administrative and operational support to the Borough Director, Clinical Director, supervisory staff, direct service teams, and 4 West Satellite Site, supporting efficient day-to-day program operationsCoordinate mental health intake scheduling and participant outreach, including appointment scheduling, reminders, attendance confirmation, missed-appointment follow-up, and accurate documentation in the electronic health recordMaintain accurate participant and program information across agency databases and prepare weekly tracking, compliance, operational, billing, and performance reports, including monitoring outstanding documentation and follow-up needsManage general office operations, including calendars, meeting and conference room coordination, onboarding logistics, office communications, special projects, events, court-related administrative processes, and borough-wide initiativesCoordinate inventory and fiscal processes, including ordering and tracking office supplies, participant resources, care kits, agency-issued phones, MetroCards/OMNY cards, move-in supplies, petty cash, and related expendituresServe as a primary point of contact for participants and visitors, providing professional, trauma-informed, and culturally responsive support, triaging inquiries, facilitating referrals and appointments, and connecting participants to appropriate staff and resourcesSupport quality assurance and program compliance through accurate data entry, documentation review, report generation, re-arrest checks, and timely follow-up with clinical, case management, court, and leadership teamsMaintain an organized, welcoming, and confidential office environment while exercising sound judgment, discretion, cultural humility, and attention to detail in a fast-paced criminal justice and behavioral health settingPerform additional administrative, fiscal, operational, and programmatic duties as assigned by the Borough Director or supervisory leadershipWhat We Are Looking For:Associate degree or High School Diploma/HSE with 2-3 years' experienceExcellent organizational skills and attention to detailExcellent verbal and written communication skillsRespect for confidentialityStrong interpersonal skillsHighly proficient in word processing and spreadsheet applications (MS Word, Excel), experience with PowerPointMust be a self-starter and able to work independentlyMust be able to lift 5-10lbsMust be able to sit for extended periodsPreferred Skills:Fluency in SpanishEmployee Benefits:CASES cares about employee wellbeing, and we offer a comprehensive benefits package to support you and your family, including:MedicalDentalVisionVacation and Paid Time Off – starting at 25 days-off annually, plus an additional summer self-care day12 Paid Holidays per yearRetirement 403b Competitive matching up to 6%Employee Referral ProgramVisit to learn more about benefits offered by the CASESOur Values:At CASES, we like to move with PURPOSE, which reflects our values:PEOPLE| Hold people's stories with dignityUNITY| Commit to a shared missionRESPECT| Celebrate the strength of diversityPROGRESS| Always work to improveOPTIMIZE| Make the best use of resourcesSOLUTIONS| Work together to solve problemsEMPATHY| Seek to understand othersAlthough we would love to learn about the skills of every candidate, only selected candidates that are selected will receive a response. We encourage you to apply for any position(s) you feel you are qualified for.CASES is proud to be an Equal Opportunity Employer. Employment with CASES is based solely on qualifications and competence for a particular position without regard to race, color, ethnic or national origin, age, religion, creed, gender, sexual orientation, disability, or marital, military, or citizenship status. We also actively recruit individuals with prior involvement in the criminal legal system.Monday - Friday, 9am to 5pm 35 hours per week excluding breaks