Program Assistant (Lake View Terrace)

Program Assistant

(Part-Time) Reporting to the Senior Program Director, the Program Assistant is responsible for performing general administrative duties.  In coordination with the other executive and/or administrative assistants, upholds the efficient functioning of the administrative office. S/he is responsible for upholding regulations established by the Department of Social Services for the State of California.

SCHEDULE

  • Variable

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Provides support and assist with office management functions for Directors/senior managers.
  • Answers phones and takes messages when appropriate
  • Produce and maintain a telephone directory for regional departments supported
  • Processes all outgoing and incoming mail, and processing thank-you letters.
  • Supports preparation of correspondence, reports (textual and statistical) and other documents directed to organizations we are engaged in business with or for internal use, including inputting and retrieving data from clinical/client databases and creation of metric reports.
  • Supports all aspects of inter-agency meetings and events, including conferences and seminars, booking conference/meeting rooms and setting up dial in numbers if reqired.
  • Prepares for mailing solicitation letters and other information related to the departments supported and outreach to external partners, including maintaining accurate mailing lists and updating the Customer Relational Database.
  • Establishes and coordinates meeting schedules and makes appropriate arrangements.
  • Manages paper flow of the assigned departments, including photocopying, faxes, filing, data input, and data integrity and manages document tracking systems.
  • Inventory, order, and maintain office supplies for the departments supported
  • Develops and maintains efficient and effective filing systems.
  • Ensures appropriate quantities of program/publicity materials are on hand and distributed.
  • Manages archives for assigned departments.
  • Responsible for dealing competently and courteously with external partners and customers (federal, state, agency and local governmental officials) Board Members, volunteers, prospects, donors, clients, and other Phoenix House staff.
  • Responsible for timely and accurate completion of assigned documentation and reports.  Documentation may include web-based, electronic and/or paper documents.
  • Develop positive workplace  relationships in accordance with Phoenix House Policy and Procedures with staff  and peers  by offering appropriate support within a nurturing environment while maintaining a high level of professionalism
  • Attend and participate in (un)scheduled supervision meetings with assigned supervisor to discuss and review individualized development plans and pressing concerns which can include workplace safety suggestions Attends and participates in staff meetings to perform recording meeting notes and action items and other team meetings in accordance with program needs.
  • Adheres to the professional ethics and conduct of standards as established by professional licensure, the policies of Phoenix House, and legal, funding and regulatory requirements.
  • Attends all required training sessions in accordance with Phoenix House, state licensing, and regulatory requirements.

EDUCATION/EXPERIENCE/CREDENTIALS

  • High school completion or equivalency; further education preferred.
  • Three to five years of general office skills; development experience preferred.
  • Must maintain a valid California Drivers' License, have proof of automobile insurance and maintain a safe driving record based on Phoenix House policy

KNOWLEDGE/SKILLS/ABILITIES

  • Demonstrated commitment and adherence to Phoenix House Mission, Vision, and Values: I CARE For- Integrity, Collaboration Appreciation, Respect, Excellence, and Forward-Thinking
  • Proficiency in MS Office systems
  • Ability to utilize an electronic healthcare record
  • Establish and maintain effective working relationships with others
  • Communicate effectively with others both orally and in writing
  • Ability to work effectively in a fast-paced changing environment
  • Ability to establish and consistently enforce appropriate boundaries with patients
  • Ability to model positive behavior and demeanor
  • Understanding of addiction, co-occurring models, and treatment modalities
  • Understanding of patient development and family systems
  • Excellent time management and organizational skills
  • Ability to be flexible; problem solver, self-directed; customer service-oriented, and collaborative
  • Skills and ability to engage and develop a rapport with patients and families of various backgrounds
  • Bilingual in Spanish preferred

Job Location: Lake View Terrace, CA

Job ID: 101