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Program Assistant

1 month ago

Chicago, United States Trilogy Full time

Overview:

The Program Assistant will provide administrative and clerical support to Outreach teams in the office. They will manage systems of communication and documentation between the clinical teams and administrative needs which ensure compliance while maintaining a professional and efficient relationship.

Responsibilities:
  • Provide administrative and clerical support for clinical teams; i.e. documentation reminders, reporting of productivity numbers, handout of medication sheets, calendar maintenance, faxing, etc.
  • Provide support to Team Leaders with team operations; i.e. attendance at team meetings, maintenance of contact lists, budget creation, completion of tracking forms and logs, etc.
  • Assist in retrieving and organizing updates and needed follow-up in daily team meetings; e.g., complete daily log to track client updates when supporting ACT teams.
  • Assist in managing team operations; i.e. supply management, mail distribution, petty cash, food orders, etc. Coordinate assistance from other departments to address team needs, i.e. Maintenance, Information Technology, etc.
  • Assist with medication reconciliation, maintenance of medication sheets, and update systems accordingly when medication changes are received. Assist with the controlled substance process, which includes sign-in/sign-out of medications per policy.
  • Provide on-site support to employees and coverage to reception/open access as needed
  • Ensure client documentation is received and scanned into appropriate systems.
  • Assist with submissions of Illinois case registrations for clients
  • Actively participate in daily group chats with assigned teams to support in navigating questions regarding schedule changes, medications, client contact information, etc.
  • Assign due dates to employees regarding IM+CANs and LOCUS completion
  • Support teams in tracking client medical appointments and ensuring that clients are following up with providers i.e. psychiatry, primary care, and specialists
  • Complete tracking forms i.e. housing forms, emergency room tracking, etc. for teams supported
  • Assist with recognition announcements and planning of employee appreciation activities
  • Represent Trilogy in a positive and professional manner; and communicate effectively and appropriately to others about potential organizational issues.
  • Perform other related duties and/or projects and participate in committees/workgroups as assigned
Qualifications:
  • Demonstrated work experience in an administrative, clerical, or site management position
  • Thorough knowledge of Microsoft applications (Outlook, Teams, Word, Excel, etc.), report generation, and database management tools
  • Excellent customer service and organization skills
  • Provide thorough communication to all teams, departments, and Supervisors
  • Ability to be flexible and adaptable in a variety of situations