Program Assistant

Description

POSITION SUMMARY

Provides support to administration, staff and resident populations in the areas of clerical, personnel, equipment, activities and other areas as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Order Supplies (applies to all programs)
2. Answer phones
3. Conduct new hire orientation
4. Copier/fax maintenance (applies to all programs)
5. Filing (applies to all programs)
6. Update policies (applies to all programs)
7. Meeting minutes (applies to all programs)
8. Release of Information (applies to New Vitae and Mount Trexler Manor programs)
9. Shipping and Mailing (applies to all programs)
10. Check and answer emails (applies to all programs)
11. Faxing/distributing paperwork (applies to all programs)
12. Chart Audits (HR, Client) (applies to all programs)
13. Update facility paperwork & Postings (applies to all programs)
14. Scheduling, coordinating transportation (applies to all programs)
15. Records retention (applies to all programs)
16. IT Liaison (applies to all programs)
17. TLC items (tissues, candy, etc…) (applies to all programs)
18. Transports (applies to all programs)
19. Assist Leadership Team with paperwork and any other tasks (applies to all programs)
20. Facilitate/track trainings (applies to all programs)
21. Receive/greet guests (applies to all programs)
22. Generate facility memos (applies to all programs)
23. Facilitate corporate lunches (applies to all programs)
24. HR Liaison (applies to all programs)
25. Manages and supports shared calendars (court, activities & meetings)
26. Supports with ensuring trainings are scheduled and scheduling staff
27. Manages, organizes & supports activities and events
28. Provides support with admissions process and record uploading
29. Courtesy and respect with residents, colleagues, families, etc… discretion, maintain training hours, any other miscellaneous requirements of the position (applies to all programs)

ADDITIONAL DUTIES AND RESPONSIBILITIES

1. Completes and tracks a minimum of 12 hours of training annually, and all mandatory trainings assigned.
2. Attends monthly community/staff meeting and all other meetings, as assigned.
3. Maintains confidentiality of information related to the individuals served and employees.
4. Interacts in a respectful manner with individuals served, coworkers and visitors.
5. Creates and maintains activity schedules
6. Liaison with contractors and vendors needed for maintenance and building concerns
7. Maintains maintenance tracking forms and repairs.
8. Supports nursing with documentation scanning and records maintenance
9. Abides by all New Vitae Policies and Procedures
10. Abides by, supports and models the New Vitae Platform Statements (Mission, Vision, Core Values, Ethical Standards, and Service Model).
11. Abides by employee health and safety policies, including use of Standard Precautions and Infection Control procedures.
12. Other duties, as assigned that support overall functionality of programming

KNOWLEDGE

1. Working knowledge of Pennsylvania Department of Public Welfare regulations related to Adult Residential Care, as well as the department’s Regulatory Compliance Guide (RCG), as related to this position.
2. Knowledge of the Philadelphia Department of Behavioral Health Practice Guidelines, as related to this position.
3. Certification in First Aid and CPR
4. Fluent in English and literate.

SKILLS

1. Time management skills to create, prioritize and complete a daily task list.
2. Keen observation skills.
3. Ability to communicate effectively, both verbally and in writing.

ABILITIES

1. Is reliable, responsible, and flexible.
2. Able to form effective working relationships with residents, families and allies of residents, coworkers, and staff representing external organizations.
3. Uses a teamwork style and cooperative posture in working with others.
4. Is self assured, with the emotional maturity to withstand the stresses of this position.
5. Demonstrates healthy interpersonal boundaries.
    

QUALIFICATIONS

Education: Bachelor’s Degree Preferred. High school diploma, General Equivalency Diploma, or active status on the Pennsylvania Nurse Aide Registry.

Maintain a valid Pennsylvania Driver’s License

Meet company standard for criminal history background check

WORKING CONDITIONS

Physical Demands: 

1. Able to sit, stand, and walk for periods of time
2. Able to lift up to 50 lbs.
3. Able to hear ordinary conversation and phone communications

Equipment Operation: 

1. Able to operate common household equipment (e.g. vacuum, washing machine, dryer, etc.)
2. Able to operate common office equipment.
3. Ability to drive/transport individuals in own vehicle and/or company vehicle

Hazards of Position: 

1. Physical/verbal aggression of residents
2. Exposure to household cleaning products and second-hand smoke
3. Slight risk of contact with blood-borne pathogens