Program Assistant Children and Youth with Special Health Care Needs

Children's Wisconsin•Milwaukee, WI

2d•Onsite

About The Position

Serves as the first contact between the Daniel M Soref Family Resource Center and the Southeast Regional Center for Children and Youth with Special Health Care needs and its visitors. Provides hospitality, welcome, and assistance to visitors who walk in or call while assuring a safe and secure environment is maintained. Directs visitors to the appropriate resource or staff person within the Center. Answers questions about basic department functions and family amenities. Provides administrative support to the DMS Family Resource Center and other CYSHCN Title V grant funded programs as needed.

Requirements

High School graduate or Certificate of General Educational Development (GED) or High School Equivalency Diploma (HSED) Required
2+ years related experience Required
Customer Service experience in an office, library or healthcare setting Preferred
Requires excellent interpersonal and customer service skills and the ability to interact professionally with diverse patients, families and professionals.
Demonstrated ability to work as a front line resource for customers.
Requires good organizational skills necessary to handle a variety of duties in a fast-paced environment.
Ability to sit for extended periods of time while performing clerical duties.
Accurate data entry skills required.
Possesses computer and word processing skills, including Microsoft Office products.

Nice To Haves

Customer Service experience in an office, library or healthcare setting Preferred

Responsibilities

Receives and greets all visitors in a welcoming manner, ensuring confidentiality.
Answers phone calls using appropriate greeting and responds to general inquiries in a timely manner. Demonstrates ability to collect necessary information to make accurate referrals according to department protocol.
Helps families with basic information about the computers and provides support to families interested in the use of the business center.
Accurately collects information from families to assure appropriate check out of resources.
Promotes center activities and events, and facilitates registration when appropriate. Supports Family Resource Center Coordinator with planning and executing of center programming.
Responsible for opening and closing the center according to established standards.
Arranges departmental meetings to include attendee schedules, room arrangements, audio-visual and dietary needs.
Maintains neat and orderly appearance of all supplies, back office areas, library, and family spaces within the Daniel M. Soref Family Resource Center. Sorts and distributes center mail.
Responsible for purchasing, organizing and stocking office and kitchen supplies.
Handles facility and environmental services issues that arise. Proactively follows through with needed communication at the end of a shift. Coordinates regular facility maintenance such as carpet and window cleaning.
Maintains and operates office equipment (i.e. fax, copier, shared printers etc.)
Provides support for processing check requests, purchase orders, and tracking of expenses according to department policy as requested.
Coordinates all materials for the library to include ordering, follow-up on overdue materials, updating library circulation software, labeling and filing. Responsible for completing regular physical inventory and reconciliation with database.
Cleans out old materials such DVD cases and labels replacing them. Removes out dated or underutilized DVDs/Games from system as needed. Shares process and status updates with other staff to ensure consistent customer service and good communication across the team.
Coordinates donated leisure reading material, child, youth and adult, in partnership with Volunteer Services. Oversees the game cabinet, leisure magazines and children’s toys and activities available in the center. Maintains resources ensuring they follow best and safest care practices.
Coordinates special requests for information and resources center displayed within the DMS FRC. With broad input, coordinates rotating special resource events and displays throughout the year in the Center.
Supports entry of resource library books and materials as requested. Provides other data entry support as needed.
Maintains required statistics and spreadsheets according to department policy.
Updates program and center policy and procedure manuals as requested.
Makes updates to Southeast Regional Center website and calendar. Updates the DMS Family Resource Center library website.
Provides support with data collection and entry for all grant funded programs in accordance with program and grant required protocols and documentation standards.
Supports Center communication by updating tracking sheets, mailboxes, office signage for staff new to the Center.