Administrative Skills, Analysis Skills, Auditory, Communication Skills, Crisis Management, Data Entry, Documentation, Electronic Medical Records, HIPAA (Health Insurance Portability and Accountability Act), High School Diploma, Interviewing Skills, Logistics, Mail Processing, Maintain Compliance, Manual Dexterity, Operational Support, Organizational Skills, People Management, Presentation/Verbal Skills, Problem Solving Skills, Record Keeping, Regulatory Compliance, Service Delivery, Telephone Skills, Time Management, Typing, Writing Skills
Job Summary: The Program Support Assistant provides administrative, operational, and programmatic support to Healing House, Inc. staff and participants. This role ensures the smooth operation of clinical treatment programs, supports participant engagement, maintains accurate documentation, and assists in the delivery of program services. The Program Support Assistant contributes to a safe, organized, and recovery-focused environment, serving as a resource for staff, participants, and families. This is a part time evening position. Eventually the hours will be 5pm - 8pm.
Tuesday 5pm - 7pm
Wednesday 5pm - 7pm
Thursday 5pm - 7pm
Key Responsibilities:
- Greet visitors, collect necessary information, and notify relevant personnel of arrivals.
- Manage incoming calls, take accurate messages, and direct calls appropriately.
- Receive and distribute packages, ensuring timely notification to recipients.
- Perform routine clerical tasks and maintain an organized reception area.
- Retrieve, sort, and distribute incoming mail.
- Ensure compliance with HIPAA regulations when handling participant-related calls or inquiries.
- Navigate and update participant information in the EMR system (InSync).
- Provide administrative support to program staff, including scheduling, data entry, filing, and recordkeeping.
- Assist with participant intake, orientation, and follow-up processes.
- Maintain accurate participant records and documentation in compliance with DMH, CARF, and Healing House standards.
- Support program logistics for workshops, meetings, and group sessions.
- Respond to participant inquiries and assist with basic problem-solving under staff supervision.
- Support crisis management by notifying appropriate staff and assisting with documentation.
- Perform additional office or program duties as assigned by supervision.
- Conduct urine analysis (UA) testing as required by program policy and maintain accurate records.
Skills/Job Qualifications
Qualifications: - High School Diploma or equivalent required.
- 1-2 years of experience in a front desk, administrative, or similar support role preferred.
Skills: - Excellent verbal and written communication skills.
- Strong service orientation and commitment to supporting participants.
- Critical thinking and active listening skills.
- Typing proficiency (minimum 35 WPM).
- Proficiency in G Suite (Docs, Sheets, etc.) and other relevant software applications.
Physical Demands - Physical Stamina: The role may require prolonged periods of sitting, standing, walking, and being actively engaged with participants and employees during work and employee interactions.
- Lifting and Carrying: There may be occasional requirements to lift or carry lightweight equipment or materials, such as tools or paperwork.
- Manual Dexterity: The position may involve tasks that require the use of hands and fingers, such as typing, writing, and handling materials.
- Visual and Auditory Acuity: The may need to closely observe participants and accurately interpret verbal and non-verbal cues during calls or interviews
- Mobility: The role may involve the ability to move freely within the facility to conduct interviews, attend meetings, and other office duties.
- Sensory Abilities: This position may require the ability to perceive and respond to environmental and situational factors that are relevant to patient interactions.