Affordable Psychological Services Professional Corp Program Assistant Pacific Palisades, CA · Part time

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Summary: Reconnect Center is actively seeking a Program Assistant who not only excels in organizational, technical, and interpersonal abilities but also embodies a profound spirit of kindness and compassion. This role requires a remarkable level of resourcefulness and exceptional communication skills, especially when engaging with our valued clients. By joining our team, you will play a pivotal role in coordinating daily operations across all departments, becoming the true face of our company that reflects our commitment to not only efficiency but also a considerate and caring ethos.

Schedule:

This position is Part-Time hours, up to 20 hours per week. Must be available Monday thru Friday 2-6pm daily.

General Responsibilities (not limited to these tasks)

Front Desk/Administrative Tasks:

• Closes the facility every day as required by the schedule.
• Answer the office telephone in a professional manner. Manages a high volume of calls and messages in the morning. 
• Manages daily attendance of clients and staff; coordinates with Director of Scheduling to amend programming when required
• Fulfills all medical records requests in a timely manner in accordance with HIPPA regulations and CARF guidelines.
• Assists clients with the financial admissions intake process following the facility’s protocol and the Trello tracker.  
• Assists clients with the clinical admissions intake process following the facility’s protocol, the Trello Tracker, and the electronic medical record (EMR) system. 
• Processes incoming lab results, Releases of Information (ROI), etc. using our EMR system, as necessary.
• Coordinates urine analysis (UA) with clients and lab. 
• Follows and ensures compliance with the facility’s health and safety policies and procedures, especially Covid-19 universal precautions and blood-borne pathogens. 
• Prepares for and communicates information regarding Weekly Staff Meetings and other meetings.
• Able to troubleshoot and effectively problem-solve basic technology issues. Aids clients and staff with video teleconferencing technology & communicates issues to IT staff as appropriate. 
• Completes weekly inventory and orders all supplies and office needs. 
• Maintains and updates program materials and staff orientation packets. 
• Point of contact with building management, office, and supply vendors.
• Mail pick up and distribution.
• Understands and follows departmental policies and procedures.
• Complies with CARF guidelines and requirements.
• Creates important professional documents for executive staff and clients.
• Provide leadership and staff support and is the point person for staff needs and questions.
• Any other tasks or projects as needed and assigned to provide support for the Executive Director, Directors, and Managers.
• Able to provide coverage if other front desk staff calls out sick or takes time off. 

Other Qualifications:

• Able to manage stressful situations that may arise while interacting with our clients in a professional, courteous, and compassionate manner. 
• Excellent internet, computer, and technological skills required: electronic medical records systems, Microsoft Office programs, cloud systems, online messaging, and video teleconferencing platforms (Dropbox, Zoom, Doxy, etc.). 
• Fluent in English with excellent written and verbal communication skills required. 
• Able to maintain all levels of confidentiality following HIPAA laws required. 
• Managing details and providing flawless execution. 
• Excel at prioritizing workflow, possess an intuitive approach and anticipate needs.
• Works independently by being self-directed and motivated; possess a high level of resourcefulness.
• Able to work as part of a team. 
• Positive and respectful attitude towards clients and co-workers.
• Solution-based approach to all work and challenges. 

Qualifications and Education Requirements:

Education:

• Bachelor's (Preferred BA in related field; psychology, sociology)

Experience:

• Administrative: 2 years (Required)
• Mental Health: 1 years (Required)
• Computer skills: 2 years (Required)