Program Assistant - 44 N

Program Assistant - 44 N

We help people build lives of meaning, purpose, and recovery.

We are seeking an organized, detail-oriented, and mission-driven Program Assistant to join our 44 North Team. This role is perfect for someone who enjoys keeping operations running smoothly, thrives in a fast-paced environment, and wants to make a meaningful impact behind the scenes.

As the Program Assistant, you'll serve as the operational backbone of the 44 North program. While our case managers and clinical staff work directly with residents to support housing stability and recovery, you'll ensure the office, records, schedules, and reporting systems stay organized and efficient. Your work directly supports the team's ability to provide life-changing services to individuals living with serious mental illness and co-occurring conditions.

Schedule: Day Shift

Salary: $50,000 - $55,000

Benefits

• 15 Paid Holidays Annually – Including Your Birthday
• Robust Paid Time Off Program
• 401(k) Employer Match up to 5%
• Annual Merit Increase & Bonus Opportunities
• Medical, Dental, Vision & Life Insurance
• Mission-driven work that changes lives
• Supportive and collaborative team culture

About 44 North

44 North provides supportive housing and recovery-focused services to individuals living with serious mental illness and co-occurring conditions. Our multidisciplinary team utilizes Housing First, trauma-informed, recovery-oriented, and strengths-based approaches to help residents build stability, independence, and long-term success.

The Program Assistant plays a critical role in supporting this work by ensuring the administrative and operational side of the program runs effectively.

What You'll Do

Administrative Support

• Provide administrative support to the Program Manager and 44 NORTH staff
• Coordinate calendars, meetings, and team schedules
• Prepare correspondence, meeting materials, agendas, and notes
• Maintain inventory and order office and program supplies
• Assist with report preparation and quality improvement documentation
• Maintain resident records and administrative files in compliance with HIPAA and agency standards
• Open, update, and close resident charts as needed
• Manage releases of information and document tracking
• Enter and maintain data in electronic record systems
• Support program reporting and documentation requirements
• Assist with resident recertification and compliance documentation
• Serve as the first point of contact for incoming calls and inquiries

Program Coordination

• Schedule resident appointments, meetings, and program activities
• Coordinate communication between staff, residents, referral sources, and community partners
• Assist with transportation scheduling and community engagement activities
• Route urgent concerns appropriately to clinical and case management staff
• Support the onboarding and orientation process for new residents
• Assist with data tracking and reporting requirements across KIPU, HMIS, and other systems
• Support the Program Manager with administrative and operational projects as needed

Documentation & Compliance

• Maintain accurate and timely documentation across required systems
• Assist with compliance monitoring and documentation audits
• Ensure confidentiality and compliance with HIPAA, 42 CFR Part 2, and agency policies
• Support program fidelity, quality improvement, and reporting efforts
• Maintain organized electronic and physical filing systems

Why You'll Love This Role

• Be an essential member of a mission-driven supportive housing team
• Work in a collaborative and supportive environment
• Make a meaningful impact without providing direct clinical services
• Utilize your organizational and administrative skills to support life-changing work
• Enjoy a stable Monday–Friday schedule with no on-call responsibilities
• Join an organization dedicated to helping people achieve recovery, housing stability, and independence

Qualifications

Required

• High School Diploma or GED
• Minimum of two years of administrative support experience
• Valid Driver's License and insurability
• CPR/BLS Certification (or ability to obtain within 90 days of hire)
• Strong proficiency with Microsoft Office Suite (Word, Excel, Outlook)
• Excellent organizational, communication, and time management skills
• Ability to maintain confidentiality and comply with HIPAA requirements

Preferred

• Associate's or Bachelor's Degree in Business Administration, Healthcare Administration, Human Services, or a related field
• Experience in healthcare, behavioral health, social services, housing programs, or nonprofit settings
• Experience with Electronic Medical Records (EMR) systems
• Familiarity with HMIS, KIPU, or similar documentation systems
• Knowledge of supportive housing, mental health services, or community-based programs
• Experience working with individuals experiencing homelessness, serious mental illness, or substance use disorders

What We're Looking For

The ideal candidate is:

• Highly organized and detail-oriented
• Dependable and proactive
• Comfortable managing multiple priorities and deadlines
• Professional and welcoming when interacting with residents and community partners
• Skilled at handling sensitive information with discretion
• Adaptable and solution-focused
• Passionate about supporting a team that helps people recover, maintain housing, and thrive

At First Step House, every role contributes to our mission. As a Program Assistant, you'll play a key role in ensuring the 44 NORTH team has the support it needs to help individuals build lives of meaning, purpose, and recovery.