Program Assistant (Full Time/Mon-Fri 8a-4p)

Description

General Role Description

This position is responsible for overseeing the day-to-day operations and administrative activities of the program.

Essential Duties and Responsibilities

Answer and screen telephone calls; provide coverage at the front desk and manage visitor sign-ins.

Distribute and stamp incoming mail to appropriate staff or residents

Monitor, reorder, and manage office and toner supplies; Operate and troubleshoot office equipment as able, request further support from maintenance as needed.

Assists with admission process, including the completion and signing of admission paperwork.

Create and maintain group rosters and schedules, ensuring accuracy and timeliness.

Support with DSS paperwork and follow-up tasks to ensure program compliance.

Participate in rounds to monitor resident safety and assist staff with resident safety checks and bedroom turnover/assignments as needed

Assist with the coordination of external appointments and schedules for residents, specifically in relation to coordination of transportation.

Coordinate access management, including Fob access and key distribution for residents and staff.

Support with coordination of Quest Lab appointments and discharge appointments.

Maintain the HR information board and serve as the Communication Liaison for the program ensuring up-to-date memos and notices are posted and reviewing important information during meetings.

Assist with activities of daily living (ADLs) for residents when necessary.

Submit maintenance orders and support the implementation of the agency’s policies and procedures.

Effectively coordinate program-related bookkeeping duties, including rent collection, distribution of Petty Cash, and handling Program Needs Allowances (PNA), in line with agency policies and procedures.

Oversee all office functions and ensure compliance with agency policies and procedures.

Input data into the agency’s database to ensure compliance and accurate record-keeping.

Prepare program correspondence as requested by the Program Manager, ensuring clarity and professionalism.

Organize and maintain program files for easy access and efficient management.

Meet all job-related time requirements and deadlines as directed by the Program Manager.

Actively participate in program and agency activities as required, maintaining a collaborative and supportive role. Monthly attendance at Events Committee meetings.

Possess a general knowledge of contagious diseases (i.e., HIV, Hepatitis B, TB etc.) and takes precautionary measures to limit transmission.

Serve on agency committees as requested, offering support and insight into relevant matters.

Requirements

Qualifications

Minimum of a high school diploma or equivalent (GED)

Enhanced Qualifications (but not required): Completion of a certificate program with a secretarial or office management course.

A minimum of six months’ paid secretarial experience preferred. This experience can include up to three months of volunteer or student field placement experience.

Must possess a valid New York State driver’s license and reliable automobile.