Under the direct supervision of the Program Director and/or other supervisors,the Program Assistant provides administrative, clerical, data, and technical support to program.
Enters data for program sites for project evaluation, tracking, and reporting. Prints and distributes weekly, monthly, and quarterly data reports for staff and supervisors, and responds to data-related inquiries.
Assists in preparation of grant applications, renewals, and reports to funding sources.
Coordinates fiscal tracking of expenditures for Maternal Infant Child Health Collaborative (MICHC) and Healthy Families programs.
Supervises staff time management system and reports to supervisors regarding discrepancies or changes.
Tracks petty cash, inventories supplies, and coordinates with Directors and Supervisors to purchase supplies for programs.
Ensures that facilities and equipment are clean, organized, safe, and functional. Reports and resolves unsafe or unsanitary conditions, arranges repairs and replacements for unsatisfactory equipment.
Attends and takes minutes of all team and community meetings.
Assists with outreach, mailers and event planning.
Networks and schedules meetings and case conferences with other agencies.
Helps to coordinate emergency planning, tracks and reports on safety concerns, keeps staff personnel records and emergency contact information updated.
Works with supervisors to create systems to ensure smooth office operations, and organizes the workspace and resources to address the needs of staff
Answers phones for program staff and provides information to callers. Conducts outreach calls as needed.
Adheres to all policies, operating procedures, and guidelines, and ensures compliance with all regulatory bodies, including Joint Commission.
Responds to requests by the Directors and Supervisors.
Uses own vehicle to perform work duties with mileage reimbursement as per staff automobile policy; Must own and maintain vehicle and have full access to vehicle during work hours.
Coordinates and communicates with Supervisory Team for coverage, facilities, training, and staff issues, and works well as part of a team to achieve goals of the agency and organization.
Is punctual and maintains a satisfactory attendance record.
Is appropriately attired and displays appropriate professional boundaries.
Demonstrates reliability, trustworthiness, and adaptability to shifting demands and requests.
Manages time and other resources to meet established goals within the agreed upon time frames.
Follows and enforces all agency polices, including those surrounding work place violence and sexual harassment
Demonstrates flexibility in the acceptance and completion of work assignments; partners with other managers to accomplish organizational and agency goals.
Performs other duties as assigned.
C. Educational/Professional Development
Participates in the development of other staff members.
Meets regulatory, licensure and annual training and health assessment requirements.
Identifies learning strengths and needs and demonstrates ability to grow professionally.
Utilizes learning resources and assists in developing new and updated resources.
Demonstrates a professional, courteous, and respectful attitude with patients, participant families, and their significant others.
Demonstrates a professional, courteous and respectful attitude with staff, Supervisory Team, and others in the department and across the organization.
May be required to perform other duties as assigned or perform other duties when necessary, including covering responsibilities of absent staff or supervisors as needed.
Associate’s degree in business or related degree preferred.
Prior experience in health care or human services setting preferred.
EXPERIENCES AND/OR SKILLS REQUIRED
Bilingual Spanish/English preferred
Computer skills, Microsoft Office, data entry, PowerPoint, advanced computer skills for tracking and organizing information.
Ability to take responsibility and initiative to manage multiple tasks and priorities in order to follow through on assignments and meet deadlines
Shows respect and sensitivity for the needs and rights of others, including those with differing cultural, racial, sexual, ethnic, and gender identities
Good listening skills and ability to identify family and staff strengths
Non-judgmental, compassionate, empathetic, and insightful
Good communication and problem-solving skills
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand; walk; sit. The employee is occasionally required to stoop, kneel, or crouch, such as during home visits while demonstrating parenting techniques, parent-infant bonding, and developmental activities like crawling, tummy time, or swaddling. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Employees are expected to utilize their own vehicles for transportation to home visits and quality assurance visits, regional trainings, meetings, and to achieve other program and training goals. As such, employees must have a New York State driver’s license, the physical ability to drive, and safely operate and maintain their own vehicle in accordance with all state and federal laws and regulations. Employees may be required to take public transportation to some trainings and meetings.
Employees are required to conduct work in homes and in community settings which may at times be noisy and unsanitary, and may encounter safety obstacles, such as uneven sidewalks, broken banisters, parking, walking, and a diverse range of unique community and home visiting challenges. They may need to conduct visits in small, dimly lit, and crowded living conditions, and may be exposed to pets and common allergens like pet dander, dust, and strong odors or fragrances.
How to apply
Please send resumes to Douglas Keller Dkeller@institute.org with “Program Assistant” in the subject line.