Program Assistant - CFTSS

Vanderheyden, Inc.•City of Troy, NY

10d•Onsite

About The Position

The Program Assistant - CFTSS plays a crucial role in supporting the Child and Family Treatment and Support Services (CFTSS) program. This position involves a variety of administrative and operational tasks to ensure the smooth functioning of the program, including screening referrals, managing client information, coordinating schedules, and maintaining program data. The role requires strong organizational skills, attention to detail, and proficiency in using electronic health records and Microsoft Office Suite. The Program Assistant will work collaboratively with clinical supervisors and practitioners to ensure efficient service delivery and accurate record-keeping, while also adhering to the principles of the National Sanctuary Model, which emphasizes safety, recovery, and a trauma-informed approach.

Requirements

High School diploma.
Previous supervisory experience in an office environment.
Intermediate skills in Microsoft Word and Excel.
Must have valid NYS driver’s license.
Willingness to respond to the needs of a culturally diverse population.

Nice To Haves

Further education in secretarial sciences.

Responsibilities

Screen referrals in collaboration with the Clinical Supervisor to ensure eligibility and appropriateness for services.
Verify Medicaid and insurance eligibility for all referred individuals.
Gather, verify, and update client and family demographic and contact information.
Navigate the Electronic Health Record (EHR) system to input client information, view records, and initiate service documentation.
Update the CFTSS roster to reflect referrals placed on the waitlist following intake completion.
Maintain and update the program roster to reflect caseload changes, including new admissions, discharges, and service modifications.
Assist with developing, organizing, and assigning caseloads for new staff to ensure balanced and efficient coverage.
Maintain the CFTSS waitlist and ensure timely movement of clients as openings become available.
Map client geographic locations to appropriately schedule appointments with maximum travel and service efficiency.
Assist with filling staff cancellations and maintain a master service schedule.
Confirm scheduled appointments with families at least 24 hours prior to service delivery.
Provide appointment confirmations, reminders, and follow-up communication with families.
Manage cancellations and ensure clients are rescheduled in a timely and appropriate manner.
Ensure the staffing pattern section of the CFTSS roster is accurate and consistently up to date.
Arrange and coordinate agency vehicle usage for practitioner travel.
Develop and distribute monthly vehicle schedules based on staff travel needs, service locations, and mileage efficiency.
Collect and review weekly mileage reports from staff.
Monitor completion of environmental and vehicle safety checklists and follow up on missing or incomplete documentation.
Coordinate and track vehicle maintenance requests and ensure timely follow-through.
Prepare for internal and external meetings by organizing materials, confirming attendance, and ensuring that required documentation is readily available.
Develop and distribute meeting agendas in advance to support structured discussion and clear objectives.
Attend meetings assigned and accurately document minutes, including key decisions, action items, and follow-up responsibilities.
Distribute meeting minutes promptly and monitor completion of assigned action items to support accountability and operational continuity.
Schedule appointments for practitioners and maintain calendars accordingly.
Manage program data and ensure all tracking tools and reports are accurate and up to date on a monthly basis.
Prepare, maintain, and distribute monthly cancellation reports.
Compile and distribute weekly productivity reports to leadership and program management.
Perform verification of Medicaid eligibility as required.
Carry out other related duties as assigned by the Director of CFTSS & Community Support.