Program Assistant Jobs

Position Summary

This position administratively supports the Therapy Services and Older Adult departments through clerical duties, organization, follow-up, and coordination.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

• Provides administrative support, as requested, under the direction of the Therapy Services Manager.
• Works with Manager to develop and maintain associated spreadsheets for DBT program and the Older Adult program.
• Maintains spreadsheets, logs, calendars, and social media release information.
• Takes, composes and distributes minutes for department and committee meetings as assigned.
• Copies and collates documents, meetings, training material and event packets.
• Assists with filing, mailing, routine correspondence and tracking program budgets when requested.
• Calls or composes mailings for consumers to follow up on appointments and address any concerns.
• Assists with data collection and data clean-up projects as assigned.
• Assists with collaborative training and conferences as needed (e.g. registration, planning, follow-up evaluations, etc.).
• Assists with gathering and delivery of resources requested for area events/resource fairs and assist staff in the coordination of events.
• Works collaboratively with Quality Improvement, Medical Records, and Billing Departments as needed to gather data, ensure adherence to procedures and compliance with outcomes.
• Demonstrates professional conduct and courtesy to peers, consumers, and the community as a representative of Beacon.
• Performs other duties as assigned by Clinical Therapy Manager or Chief Quality and Compliance Officer

Minimum Qualifications (Knowledge, Skills, and Abilities)

Education/Certifications:

• High School diploma or equivalent required
• Associates or Bachelor’s degree preferred.

Experience Required:

• 1 to 3 years of position related experience required.

Required Knowledge:

• Advanced knowledge of Microsoft Suite (Word, Excel, Outlook, PowerPoint, Publisher, and Teams).
• Experience with Canva preferred.
• Experience with electronic medical records preferred.

Skills/Abilities:

• The ability to manage and execute tasks expeditiously and professionally.
• The ability to maintain multiple schedules.
• Proven organizational skills.
• Able to maintain an engaged, positive attitude in an ever-changing environment.
• Excellent customer service skills, including oral and written communication skills to effectively interact with a wide variety of people.

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Physical Demands and Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.