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.
ESSENTIAL DUTIES AND RESPONSIBILITIES
support and assist with office management functions for Directors/senior
phones and takes messages when appropriate
and maintain a telephone directory for regional departments supported
all outgoing and incoming mail, and processing thank-you letters.
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.
all aspects of inter-agency meetings and events, including conferences and
seminars, booking conference/meeting rooms and setting up dial in numbers if
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.
and coordinates meeting schedules and makes appropriate arrangements.
paper flow of the assigned departments, including photocopying, faxes, filing,
data input, and data integrity and manages document tracking systems.
order, and maintain office supplies for the departments supported
and maintains efficient and effective filing systems.
appropriate quantities of program/publicity materials are on hand and
archives for assigned departments.
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.
for timely and accurate completion of assigned documentation and reports. Documentation may include web-based,
electronic and/or paper documents.
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
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.
to the professional ethics and conduct of standards as established by
professional licensure, the policies of Phoenix House, and legal, funding and
all required training sessions in accordance with Phoenix House, state
licensing, and regulatory requirements.
school completion or equivalency; further education preferred.
to five years of general office skills; development experience preferred.
maintain a valid California Drivers' License, have proof of automobile
insurance and maintain a safe driving record based on Phoenix House policy
commitment and adherence to Phoenix House Mission, Vision, and Values: I CARE
For- Integrity, Collaboration Appreciation, Respect, Excellence, and
in MS Office systems
to utilize an electronic healthcare record
and maintain effective working relationships with others
effectively with others both orally and in writing
to work effectively in a fast-paced changing environment
to establish and consistently enforce appropriate boundaries with patients
to model positive behavior and demeanor
of addiction, co-occurring models, and treatment modalities
of patient development and family systems
time management and organizational skills
to be flexible; problem solver, self-directed; customer service-oriented, and
and ability to engage and develop a rapport with patients and families of
in Spanish preferred
Job Location: Lake View Terrace, CA
Job ID: 101