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Program Assistant

2 months ago

New York, United States CASES Full time $43,000
Job DescriptionJob DescriptionJob Title: Program Assistant

Job Summary:

The Program Assistant provides a wide range of administrative duties to support departmental program operations. The Program Assistant will interact with program directors and staff, executive staff, government officials, researchers, consumers, and service providers. The ideal Program Assistant will have exceptional organizational skills and attention to detail; strong social and communication skills; a good sense of humor; an interest in skill development; and a tolerance for ambiguity that will enable them to excel in a fast-paced, deadline-driven work environment at a growing agency.

Shift Hours: Monday through Friday from 9:00 am to 5:00 pm

Location Address: 2090 Adam Clayton Powell Jr Boulevard, New York, NY 10027. Our office is easily accessible by public transportation.


Workplace Flexibility:

This position is Hybrid: for roles that have at least 1 full day remote per week.

Salary: The salary for this role is $43,000 per year.


What you will be doing:

  • Receive and process referrals, create an electronic health record (AWARDS)

  • Assist with the management of electronic health record

  • Assist with staff scheduling such as, client appointments, e- Phone rotation, client court dates, and staff trainings via the Team Calendar

  • Participate fully in team meetings and daily team operations

  • Conduct other administrative duties: answering and screening phone calls, faxes, monitoring office equipment, schedule repairs/order replacements, as well as ordering office and client supplies

  • Serve as custodian for petty cash and MetroCard supplies

  • Process check-requests and reconcile AmEx logs, and receipts

  • Update MAVEN data reports to DOHMH (monthly)

  • Run reports in the electronic health record to assist team leader in managing staff documentation, (weekly)

  • Run e-signable report reports in the electronic health record to assist team leader in managing staff signatures (monthly)

  • Run Participant’s Medicaid status in e-paces, track, and update changes on electronic health record; report status to team (monthly)

  • Track and update team’s training log (monthly)

  • Support a team of 8 multidisciplinary staff members.

  • Provide office receptionist (Front Desk) duties on a rotating basis.

    • Greet and triage any IMT clients who arrive at your office location
    • Check in: ask for client’s name and respective team, and notify team members
    • If the client could not identify their team or you were unsure, search for the client in AWARDS
    • Send notification emails to all teams at your location if you could not ascertain which team the client is on
    • If the client becomes agitated or disruptive, or if there are any crisis situations, notify onsite supervisor, designated walkie talkie respondent (TL or supervisors of co-located programs) immediately for assistance.
    • Receive medication deliveries, search client’s name in AWARDS and notify the correct team of deliveries and place them in medication storage room.


What we are looking for:

  • Associate degree and/or experience in relevant field.
  • Strong commitment to social justice and the CASES mission.
  • Individuals with lived experience are encouraged to apply.

Preferred but not required:

  • Previous use of an electronic health record, especially Footholds AWARDS.
  • Fluency in Spanish.

Employee Benefits:

CASES cares about employee wellbeing, and we offer a comprehensive benefits package to support you and your family, including:

  • Medical
  • Dental
  • Vision
  • Vacation and Paid Time Off – starting at 25 days-off annually, plus an additional summer self-care day
  • 12 Paid Holidays per year
  • Retirement 403b Competitive matching up to 6%
  • Employee Referral Program
  • Visit www.cases.org/careers/ to learn more about benefits offered by the CASES

Although we would love to learn about the skills of every candidate, only selected candidates that are selected will receive a response. We encourage you to apply for any position(s) you feel you are qualified for.


CASES is proud to be an Equal Opportunity Employer. Employment with CASES is based solely on qualifications and competence for a particular position without regard to race, color, ethnic or national origin, age, religion, creed, gender, sexual orientation, disability, or marital, military, or citizenship status. We also actively recruit individuals with prior involvement in the criminal legal system.