Program Assistant

Volunteers of America Minnesota and Wisconsin•New Hope, MN

57d•Onsite

About The Position

The Program Assistant provides administrative and operational support to ensure efficient clinic and program functioning within the Behavioral Health Division. This role supports the Program Coordinator and clinical staff by assisting with client flow, scheduling, communication, and documentation process. The Program Assistant plays an important role in delivering excellent customer service, supporting referral and intake activities, and maintaining accurate client records. Success in this role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks while maintaining a client-centered approach.

Requirements

High school diploma/GED; Associate degree preferred.
1-2 years experience in administrative support, preferably in a mental health or other healthcare setting.
Experience with Microsoft Office Suite or ability to demonstrate proficiency.

Responsibilities

Support client intake and referral processes by responding to inquiries, collecting initial information, and ensuring referral documentation is complete and accurate.
Provide customer service and front-facing support including answering phones, greeting clients, managing check-in/check-out processes, triaging mental health needs and addressing general questions.
Assist in scheduling and coordination of services for medication management, therapy, and case management appointments. Follow up on calls regarding medication questions and refill requests.
Maintain accurate and timely documentation including data entry, scanning, and updating electronic medical records in accordance with agency standards.
Support insurance verification and data collection processes by gathering required information and entering details accurately into systems.
Assist with coordination of provider support functions, including routing messages, documenting client inquiries, and preparing necessary materials.
Manage communication workflows by triaging calls, messages, and and emails to appropriate staff in a timely manner.
Support administrative operations by ensuring materials, forms, and office resources are stocked and organized.
Assist with tracking and reporting activities by entering data and maintaining spreadsheets or logs as directed including special attention to service authorizations as needed.
Maintain confidentiality and ensure compliance with HIPAA and organizational policies in all interactions and documentation.
As a team, the Program Assistant, Program Coordinator, and Operations Manager work collaboratively to identify and discuss recommendations with one another to develop efficiencies for the operations of the Behavioral Health Division.
All other duties as assigned.