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Program Assistant

3 months ago

Utica, United States Center for Family Life and Recovery Full time
Job DescriptionJob DescriptionDescription:

Job Summary:

The Program Assistant provides comprehensive administrative support to the Employee Assistance Program (EAP), program account managers, and front office operations. This role requires excellent organizational skills, attention to detail, and the ability to handle multiple tasks efficiently. The Program Assistant will be responsible for scheduling, customer service, and general administrative tasks to ensure smooth operations and high-quality service delivery.


Key Responsibilities:


Administrative Support

· Provide Administrative Assistance to the EAP team and the Program Account Managers.

· Perform other office filing, copying, and tasks as requested by the Office Systems Manager, EAP Account Managers or the CEO.

· Prepare and manage correspondence, reports, and documents.

· Maintain and organize electronic and paper files.

· Handle confidential information with discretion.


Scheduling and Coordination:

· Coordinate with the EAP team on upcoming events and/or training to prepare any EAP material needed.

· Maintain the front office calendar and ensure all scheduling is up to date.


Customer Service:

· Serve as the first point of contact for clients and visitors, providing excellent customer service.

· Respond to inquiries via phone, email, and in-person, directing them to the appropriate resources.

· Address client concerns and escalate issues to the appropriate team members when necessary.


Front Office:

· Ensure the front office area is welcoming, organized, and professional.

· Greet and schedule clients and coordinate based on counselor’s calendars.

· Check in and distribute incoming mail, record deposits, weigh and stamp outgoing mail.

· Ensure satellite offices receive necessary documents and that necessary documents are received back when needed.

· Manage office supplies and inventory, placing orders as needed.

· Oversee the cleanliness and organization of common areas.


Program Support:

· Assist with the preparation and distribution of program materials and resources.

· Support the implementation and tracking of EAP initiatives and programs.

· Compile and analyze data for EAP reports and evaluations.

· Run reports and type billing forms for the Finance Department.

· Attend program leadership meetings to support program initiatives.

· Contribute to team effort by performing other duties as needed.


General Duties:

· Perform other administrative tasks as assigned by the EAP team and program account managers.

· Support special projects and initiatives as needed.

· Maintain a high level of professionalism and confidentiality in all interactions.

· Promote a positive workplace environment.

Requirements:

  • High school diploma or the equivalent. May also possess a vocational certificate/diploma in Business and Office Administration.
  • Understanding of confidentiality/ HIPPA.
  • General computer skills, experience involving contact with the public.
  • Very good Communication Skills
  • Current and valid New York State driver’s license