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Title: Program Assistant-Clinical Support
Classification: Full Time - 40 hours per week /Non-Exempt
Supervisor: Clinical Director/HR Fiscal Coordinator
Overview
The Program Assistant-Clinical Support is a critical position, as the Program Assistant- Clinical Support is often the first representative of the organization. This position is instrumental in providing administrative support to the Administrative and Clinical teams as well as direct services and programs.
As a requirement of CV’s standards, the Program Assistant- Clinical Support must have all required Victim Assistance Training.
Essential Duties and Responsibilities
Administrative Team Support:
· Serves as the first contact for guests to CV’s office; including greeting visitors/clients and contacting appropriate staff as necessary; answers all incoming calls to the organization’s administrative line, assesses need, and routes to appropriate staff/department.
· Reviews and distributes voicemail messages and main agency email.
· Keeps comfortable standards for reception area to ensure a clean, safe, and welcoming area for CV visitors.
· Processes/sorts and distributes incoming mail and faxes and prepares/delivers outgoing mail on a daily basis.
· Serves as liaison to the Board of Directors, arranges Board meeting logistics, attends meetings, transcribes meeting minutes and resolutions, and is responsible for maintenance of Board of Directors’ records.
· Assists in completing grant proposals, reports, and generating reports from client database.
· Coordinates various administrative, clinical and direct service projects, programs, events, and/or conferences including material preparation, room/location logistics, and refreshments.
· Implements a system to maintain inventory of office supplies; organizes “Requests to Purchases”, places orders with appropriate vendors, distributes and organizes supplies for all CV offices.
· Performs other duties as requested by the CEO or CPO
Clinical Team Support:
· Serves as first contact with clients to confirm therapy services, schedule and gather accurate demographic and insurance in formation.
· Place reminder phone calls to identified clients for appointments.
· Track client follow through and monitor active case load per therapist. Requires on-going communication with department and clinical director.
· Develop, in coordination with the clinical team, data needs and methods of recording and reporting for no-shows/utilization, etc. to track standardized tests/outcomes.
· Assist in developing and preparing various form letters for clients, along with subsequent tracking and filing.
· Track methods of reimbursement for appropriate funding source- third party or government.
· Assist Clinical Director with departmental mail; researching through ETO client information for SSI/Disability and Informational requests.
· Responsible to enter Additional Victimizations in ETO for Therapy Department.
· Assist Clinical Director with funder/grant compliance.
· Responsible to order/stock therapy specific materials.
Other:
· Processes requests / registrations for trainings offered by CV and provides support during trainings as assigned including room logistics / set up.
· Attends weekly clinical and staff meetings as scheduled and participates in in-service trainings.
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Requirements
· College degree preferred or high school diploma and at least five years of experience in administrative support
· Proficient in all Microsoft Office programs
· Excellent organization and written and verbal communication skills
· Support the organization’s mission along with sensitivity of cultural diversity and workplace harmony.
· Ability to secure Act 33 and 34 clearances (Child Abuse & Criminal History) and FBI Clearances.
· Ability to work closely with others in team environment
Working Conditions
§ Typical position hours are Monday-Friday 8:30 AM-4:30 PM, with one of those days working 11:00 AM-7:00 PM, with some flexibility required for groups, events and department need
§ Working in the CV’s various offices
§ Ability to work the flexible hours necessary to complete the work; this may include evening hours due to client appointments and trainings
Disclaimer
§ Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
§ This job description reflects management’s assignment of essential functions; it does not restrict or prescribe the tasks that may be assigned.
§ Critical features of this job have been described in the narrative. They may be subject to change at any time due to reasonable accommodation or other reasons.
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Program Assistant-Clinical Support Date
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Supervisor Date
Revised 08.16