Program Assistant

TREE OF LIFE FAMILY SERVICES LLC • Ashburn, VA

10d • $23 - $27 • Hybrid

About The Position

Tree of Life Family Services, LLC provides behavioral health services to children and families throughout Northern Virginia. We are committed to providing high-quality, compassionate services while creating a supportive professional environment built on teamwork, accountability, communication, and continued professional growth. Our Therapeutic Day Treatment program is continuing to grow throughout Loudoun County. We are seeking an experienced, dependable, and motivated Program Assistant to support our school-based TDT team and help us continue building a strong and successful program. The Program Assistant is a hands-on leadership and program support position for a behavioral health professional who is organized, proactive, dependable, and comfortable supporting counselors while maintaining strong clinical documentation and program standards. This is a 30-hour-per-week W-2 position with a required Monday through Friday schedule of 8:00 AM–2:00 PM. The position offers a hybrid work setting. There is no routine requirement to work from the Tree of Life office. Administrative, documentation, quality assurance, coordination, and counselor-support responsibilities may generally be completed remotely. The Program Assistant will also conduct school rounds and counselor check-ins approximately one to two times per week based on program needs. These visits are intended to provide support, check in on program operations, coordinate with school personnel, assist counselors with student or program needs, and maintain strong collaboration with our school partners. The Program Assistant must be available to report to the Tree of Life office when required for scheduled trainings, meetings, audits, compliance activities, or other identified program needs.

Requirements

• Active Virginia QMHP registration strongly preferred. Candidates with an active QMHP-T registration may also be considered based on relevant experience, demonstrated readiness for the Program Assistant role, and overall qualifications
• Bachelor's or master's degree in psychology, counseling, social work, human services, or a related behavioral health field
• Experience providing behavioral health services to children and/or adolescents
• TDT, school-based behavioral health, community mental health, or similar experience strongly preferred
• Strong knowledge of clinical documentation and behavioral health service delivery
• Excellent communication, organization, time-management, and follow-through skills
• Ability to independently manage multiple responsibilities, priorities, and deadlines
• Ability to provide professional and constructive support to counselors
• Comfortable collaborating with school personnel, families, counselors, supervisors, and management
• Reliable transportation and ability to travel to assigned Loudoun County school locations
• Ability to adapt professionally to changes in regulatory requirements, payer requirements, documentation standards, program procedures, and operational needs

Responsibilities

• Provide ongoing support, guidance, and consultation to TDT Counselors
• Review progress notes and other TDT documentation for quality, timeliness, accuracy, and compliance
• Maintain counselor, client, authorization, and documentation deadline trackers
• Monitor upcoming documentation and authorization requirements and communicate deadlines to appropriate team members
• Support TDT referrals, pre-screening, onboarding, and program coordination
• Assist counselors with documentation questions, workflow concerns, and day-to-day program needs
• Conduct school rounds and counselor check-ins approximately one to two times per week based on program needs
• Coordinate with school social workers and other appropriate school personnel regarding TDT services, student needs, counselor support, and program-related concerns
• Conduct quality assurance follow-up calls with parents and guardians to support service quality, family engagement, and identification of concerns
• Conduct or support family sessions as needed based on student, counselor, staffing, or program needs
• Support new counselor onboarding, orientation, training, and continued professional development
• Maintain professional communication and collaboration with school personnel, counselors, families, and the Tree of Life management team
• Identify documentation, staffing, attendance, coverage, or operational concerns and communicate them promptly to management
• Assist with quality improvement and preparation for audits, reviews, and other program requirements
• Participate in and assist with TDT staff meetings and required program meetings
• Participate in biweekly clinical supervision and other required supervision or case consultation
• Demonstrate consistent initiative, organization, accountability, and follow-through with assigned Program Assistant responsibilities

Benefits

• Free uniforms
• Opportunity for advancement
• Training & development
• Flexible schedule
• 30 hours of PTO during the first year, subject to company policy
• Designated paid company holidays and approved school-closure days in accordance with the annual Program Assistant work calendar and company policy
• SIMPLE IRA retirement plan available to eligible W-2 employees

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level