What are the responsibilities and job description for the PROGRAM ASSISTANT position at The Institute for Family Health?
Summary: Under the direct supervision of the Director of Family Programs and other Program Supervisors, the Program Assistant provides administrative, clerical, and data support to program.
A. Job Tasks
Enters data for program sites for project evaluation, tracking, & e-mailing to State. Prints and distributes weekly, monthly, and quarterly data reports for supervisors, and responds to data-related inquiries.
Assists in preparation of grant applications, renewals, and reports to funding sources.
Coordinates fiscal tracking of expenditures for CWH and HF programs.
Supervises ADP time management system and reports to Directors.
Tracks petty cash, inventories supply, and coordinates with Directors and Supervisors to purchase supplies.
Ensures that facilities and equipment are clean, organized, safe, and functional. Reports and resolves unsafe or unsanitary conditions, arranges repairs and replacements for unsatisfactory equipment.
Attends and takes minutes of all team meetings.
Assists with outreach, mailers and event planning.
Networks and schedules meetings and case conferences with other agencies.
Helps to coordinate emergency planning, tracks and reports on safety concerns, keeps staff personnel records and emergency contact information updated.
Works with Directors to create systems to ensure smooth office operations, and organizes the workspace and resources to address the needs of staff
Answers phones for program staff and provides information to callers. Conducts outreach calls as needed.
Adheres to all HFA operating procedures and guidelines.
Responds to requests by the Directors and Supervisors.
Uses own vehicle to perform work duties with mileage reimbursement as per staff automobile policy; Must own and maintain vehicle and have full access to vehicle during work hours.
Ensures compliance with all regulatory bodies, including Joint Commission
Experience and/or Skills
Computer literacy with proficiency in MS Word, Excel, and PowerPoint.
Demonstrated organizational, interpersonal, oral and written communication skills and the ability to handle multiple assignments at any time
Ability to generate, interpret and analyze data from multiple sources
Financial planning and tracking
Bilingual Spanish/ English preferred
As a member of the IFH community, we expect employees to: adhere to the organizations policies regarding time, attendance, and dress code; demonstrate reliability and trustworthiness; manage time and resources to meet established goals/projects within the agreed upon time frames; demonstrate accountability; maintain patient/employee confidentiality; meet applicable regulatory and annual health assessment requirements; self- identify learning strengths and needs; demonstrate a professional, courteous, and respectful attitude in dealing with patients, families, significant others, members of the staff and extended community.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand; walk; sit; and use hands to finger, handle, or feel. The employee is frequently required to climb or balance and talk or hear. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
Education/Licenses Required: Associate Degree in Business or related field preferred;
Valid drivers license and vehicle required.
A. Job Tasks
Enters data for program sites for project evaluation, tracking, & e-mailing to State. Prints and distributes weekly, monthly, and quarterly data reports for supervisors, and responds to data-related inquiries.
Assists in preparation of grant applications, renewals, and reports to funding sources.
Coordinates fiscal tracking of expenditures for CWH and HF programs.
Supervises ADP time management system and reports to Directors.
Tracks petty cash, inventories supply, and coordinates with Directors and Supervisors to purchase supplies.
Ensures that facilities and equipment are clean, organized, safe, and functional. Reports and resolves unsafe or unsanitary conditions, arranges repairs and replacements for unsatisfactory equipment.
Attends and takes minutes of all team meetings.
Assists with outreach, mailers and event planning.
Networks and schedules meetings and case conferences with other agencies.
Helps to coordinate emergency planning, tracks and reports on safety concerns, keeps staff personnel records and emergency contact information updated.
Works with Directors to create systems to ensure smooth office operations, and organizes the workspace and resources to address the needs of staff
Answers phones for program staff and provides information to callers. Conducts outreach calls as needed.
Adheres to all HFA operating procedures and guidelines.
Responds to requests by the Directors and Supervisors.
Uses own vehicle to perform work duties with mileage reimbursement as per staff automobile policy; Must own and maintain vehicle and have full access to vehicle during work hours.
Ensures compliance with all regulatory bodies, including Joint Commission
Experience and/or Skills
Computer literacy with proficiency in MS Word, Excel, and PowerPoint.
Demonstrated organizational, interpersonal, oral and written communication skills and the ability to handle multiple assignments at any time
Ability to generate, interpret and analyze data from multiple sources
Financial planning and tracking
Bilingual Spanish/ English preferred
As a member of the IFH community, we expect employees to: adhere to the organizations policies regarding time, attendance, and dress code; demonstrate reliability and trustworthiness; manage time and resources to meet established goals/projects within the agreed upon time frames; demonstrate accountability; maintain patient/employee confidentiality; meet applicable regulatory and annual health assessment requirements; self- identify learning strengths and needs; demonstrate a professional, courteous, and respectful attitude in dealing with patients, families, significant others, members of the staff and extended community.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand; walk; sit; and use hands to finger, handle, or feel. The employee is frequently required to climb or balance and talk or hear. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
Education/Licenses Required: Associate Degree in Business or related field preferred;
Valid drivers license and vehicle required.
