Program Assistant - Treatment

Oriana House•Akron, OH

2d•Onsite

About The Position

This role is responsible for a variety of administrative and clerical duties to support treatment programs. Key functions include managing office operations, handling telephone calls and visitors, maintaining confidentiality, processing mail, and ensuring office equipment is functional. The position also involves assisting with data collection, managing health records, inventorying supplies, and ensuring compliance with record retention policies. Proficiency in computer systems, including electronic health records, is essential. The role requires strong organizational skills, accuracy, and the ability to work effectively under pressure with diverse populations.

Requirements

High School diploma or equivalent required.
Must possess strong organizational and accuracy skills.
Strong computer skills, including Microsoft Word, Microsoft Excel, and willingness to learn CareLogic and ORION required.
Must have the cognitive skills needed to complete tasks, including abilities such as learning, remembering, focusing, categorizing, and integrating information for decision making, problem solving, and comprehending.
Has the ability to perform under stress and/or in emergencies.
Must have the ability to effectively work with Agency employees, outside contacts, and a diverse client population.
Candidates must be eligible to work in the U.S. without requiring sponsorship.

Nice To Haves

Clinical/program experience preferred.

Responsibilities

Effectively and courteously answers all telephone calls received.
Greets and directs all visitors in the building (e.g., clients, applicants, employees, vendors, etc.) in a courteous manner.
Permits only authorized visitors beyond receptionist/main post area.
Immediately notifies supervisor and on-site supervisor of unauthorized visitors who fail to follow directives.
Complies with all state and federal confidentiality regulations.
Receives, sorts, and distributes mail in a timely and accurate manner to the appropriate boxes.
Maintains office equipment (copy machine and fax machine) in proper working order and fills with paper and/or toner as needed.
Maintains supply cabinet and supply closets in a neat and organized manner.
Assists with statistical data collection for any program(s) assigned.
Helps direct treatment staff for swift implementation of queries.
Maintains closed file storage in an accurate and organized manner in accordance with Agency policies and procedures.
Inventories and updates storage units’ contents.
Forwards copy of inventory to the Assistant to Vice Presidents.
Ensures that storage unit is clean and orderly.
Assists with shredding documentation from file storage when instructed to do so (behavioral health files must be kept for seven years; federal items must be kept for 10 years).
Sends records release forms and follows up with outside requests for information.
Sends Oriana House information (with appropriate releases) to outside sources when directed to do so by supervisor.
Maintains ability to type/use computer and all programs implemented by the Agency including but not limited to those maintaining electronic health records.