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Family Advocacy Program Assistant

6 months ago

Ventura, United States Commander, Navy Installations Full time

Incident Determination Committee Meeting Duties and Responsibilities
Assists Family Advocacy Representative (FAR) and/or Clinical Supervisor with coordinating Incident Determination Committee (IDC) meetings; develops meeting agenda based on monthly cases presented, and ensures correct and accurate client information presented to the IDC.
Notifies law enforcement, medical, legal and command IDC members of meeting location, times, and agenda. Prepares notification letters to clients and commands, the minutes tracking form, and the IDC determination letters in accordance with applicable guidelines and requirements.
Operates decision tree algorithm to assist with adherence to the DoD maltreatment criteria. Tracks required training certificates and appointment letters for primary and alternative members of the IDC.
Prepares and sends notifications of annual training requirements for IDC members, Commanders, and others as required by policy. Assists FAP Case Manager with uploading required IDC documents to the client record in accordance with applicable policies and certification standards.
Ensures accuracy in non-native documents uploaded into record system to protect client privacy. Develops and maintains contact list for command and collateral IDC members to assist FAP case managers with timely notification to required personnel related to allegations of domestic abuse or child abuse/neglect.

Clinical Case Staff Meeting Duties and Responsibilities

Assists FAR and/or FAP Case Manager with the administrative components of the Clinical Case Staff Meeting (CCSM); prepares agenda, minutes and subsequent letters to command and clients associated with FAP recommendations.

General Duties and Responsibilities

Provides administrative support to the Family Advocacy Program (FAP), to include meeting preparation and administrative notification and documentation requirements.
Conducts standardized record keeping and performs quality assurance in accordance with established accreditation standards for specific administrative requirements.
Performs data entry for various program services database. Records comprehensive meeting minutes. Schedules the Family Advocacy Committee (FAC) quarterly meetings and sends notification to FAC members, prepares agenda and meeting space, at the direction of FAR or Clinical Supervisor.
Reserves meeting space for FAP program responsibilities to include IDC, CCSM, FAC, and treatment group or class space.
Assists with maintaining and organizing records of FAP trainings, Counseling Desk Guidance, and FFSP Certification Standards, in accordance with Regional and local Standard Operating Procedures (SOPs). Prepares resource binders, maintaining logs, minutes, appointment letters, and agendas as required, per Navy Certification Standards.
Revamps forms, updates templates as appropriate/requested, and assists with creating tracking systems for data purposes for the FAP. As authorized, assists FAR with preparing monthly reports for quality assurance reviews and in response to regional and headquarters level taskers.
Supports site outreach activities by maintaining resources and may accompany other FAP staff on outreach activities as appropriate. Supports FAP staff with awareness month activities, as directed. Maintains running log of office supplies and resources needed to support the FAP, in coordination with the FAR.
Alerts the higher level supervisor, or proper point of contact for help when problems arise.
Adheres to safety regulations and standards. Serves as mandated reporter of suspected domestic violence, suspected child abuse/neglect and child sexual abuse cases.