Project Administrator-PATHS

Job Overview:

We are seeking a highly organized and compassionate Project Administrator to support our new substance use program, funded by CHDI. This position will play a key role in screening clients, maintaining accurate data, and providing intensive care coordination services. The Project Administrator will collaborate closely with the clinical team and other service providers to ensure clients receive the comprehensive care and resources they need.  This is a full-time, 35 hours per week, grant-funded position.

KEY RESPONSIBILITIES:

1. Client Screening, Intake and Follow-up:
   • Conduct initial screenings and assessments of clients to determine program eligibility.
   • Collect and document client information in a timely and accurate manner.
   • Schedule follow-up appointments, conduct necessary follow-up assessments and coordinate client services in collaboration with clinical staff.
2. Data Management and Reporting:
   • Accurately transfer client data into project databases and ensure all documentation is up to date.
   • Track and report on client progress, engagement, and outcomes as required by grant and program specifications.
   • Assist with compiling data for progress reports to funders and other stakeholders.
3. Care Coordination Support:
   • Provide administrative support in coordinating client services, ensuring timely referrals to clinical staff, and connecting clients with appropriate community resources (e.g., treatment, housing, employment).
   • Maintain communication with clients to ensure they have the necessary support and resources.
   • Assist in monitoring client participation in treatment plans developed by the clinical team.
4. Collaboration with Clinical Teams:
   • Work closely with case managers, clinicians, and other team members to ensure clients receive integrated, high-quality care.
   • Participate in team meetings and case reviews to discuss client progress and adjust plans as necessary.
   • Assist with follow-up and tracking client appointments, treatment schedules, and progress updates.
5. Client Education and Support:
   • Provide clients with general information on available resources and services related to substance use recovery.
   • Support clients in understanding the program's processes, appointments, and expectations, while maintaining a client-centered approach.
6. Administrative Tasks:
   • Schedule meetings, appointments, and follow-ups for clients and staff.
   • Ensure that client records and documentation comply with confidentiality standards and regulatory requirements (e.g., HIPAA).
   • Maintain an organized filing system for all client-related documents.
7. Community Engagement and Resource Coordination:
   • Assist in developing relationships with community organizations and other service providers to create a network of support for clients.
   • Help promote the program’s services to local community groups, healthcare providers, and potential clients.
8. Confidentiality and Compliance:
   • Maintain strict confidentiality of client information and adhere to all program and legal privacy standards.
   • Ensure compliance with all relevant regulations related to substance use programs, client data, and reporting.

Qualifications

EDUCATION AND EXPERIENCE:

Education: Bachelor’s degree in Social Work, Psychology, Public Health, or a related field.

Experience: 1-2 years of experience in social services, healthcare, or substance use-related fields, preferably with experience in case management or care coordination.

SKILLS: 

• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Ability to work effectively both independently and as part of a collaborative team.
• Knowledge of substance use disorders and the social services landscape (preferred).
• Experience with data management and basic reporting.
• Proficiency in Microsoft Office Suite and/or relevant data management systems.
• Strong interpersonal skills and the ability to work with diverse populations.
• Bilingual, English-Spanish, candidates encouraged to apply.

REQUIREMENTS:

• Valid driver’s license and reliable transportation.

• TRAVEL:

• This role may require travel throughout the Greater New Haven area each day.  

PHYSICAL ABILITIES:

• 20% of the time is spent making repetitive motions
• 30% of the time spent sitting
• 20% walking, bending, standing, stooping, crouching or kneeling
• 30% of the time is spent using hands to type, write, or use controls
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

ENVIRONMENTAL CONDITIONS

• Indoors, Environmentally controlled with occasional exposure to outdoor weather
• Close physical proximity to coworkers and clients

COMPETENCIES:

Must demonstrate the following competencies:

• Diversity and Inclusion:
  Foster an environment in which all members of the Clifford Beers community, from staff to partners and clients, are treated equitably and are able to contribute fully and meaningfully to the mission of Clifford Beers.  Employees must make every effort to:
• Treat others with respect
• Practice cultural humility
• Elicit and welcome different points of view
• Be committed to advancing Health Equity and trauma-informed anti-racist activities, including but not limited to participating in training and collaborating in related workgroups.
• Integrity:
  Act ethically with honesty and consistency regardless of the situation.  Employees must make every effort to:
• Be accountable for his or her own actions
• Make decisions based on what is better for the families and employees
• Build and maintain trust among co-workers and our families
• Uphold honesty in all actions 
• Excellence:
  Commitment to deliver outstanding practices in both managing the organization, service delivery, and collaborating with partners.  Employees must make every effort to:
• Utilize data and research to provide the highest quality of care 
• Regularly participate in professional development to stay abreast of most recent and progressive practices
• Promote continuous quality assessment and improvement
• Communication:
  The ability to express oneself clearly and professionally both in writing, conversations, and in nonverbal communication with others.  Employees must make every effort to:
   
• Oral Communication
• Speak clearly and in an organized manner that can be easily understood
• Express ideas concisely and respectfully
• Summarize or paraphrase his/her understanding of what others have said to verify understanding and prevent miscommunication
• Hold herself or himself accountable for pitch, speed, tone and volume of voice while speaking
• Show understanding of professional and cultural implications of body posture, stance, gestures, proximity to listener, facial expressions and appearance
• Written Communication
• Write clear and concise sentences devoid of grammatical and spelling errors
• Tailor writing style to the audience of the message
• Write in a respectful and tactful manner

As an organization committed to Anti-Racist practice, we strongly encourage people of color, LGBTQ , veterans, parents, and individuals with disabilities to apply. In your application, please feel free to note which pronouns you use (For example- she/her/hers, he/him/his, they/them/theirs, etc.)

If you need reasonable accommodations at any point during the interview process, please let us know. 

We are an equal opportunity employer who will welcome everyone to our team

Salary : $50,000 - $55,000