Program Assistant (Part-Time)

Vivent Health•Milwaukee, WI

2d•Onsite

About The Position

The Program Assistant Social Services Program will be an integral part of our mission to support individuals and families affected by HIV disease. Your role involves assisting with programs designed to provide crucial support, including school and holiday gifts, financial assistance for prescriptions, and various other resources. This role will be working 24 hours a week. As a part-time employee, you've got paid time off, plus paid holidays. Vivent Health also offers a 401(k) with a full match up to 5%, plus other perks. Your journey with Vivent Health isn't just a job. It's a chance to join an organization dedicated to fostering a workforce that reflects diverse backgrounds, perspectives, and experiences. This makes you a part of something bigger and enables you to have a meaningful impact in our communities and the lives of the amazing patients we serve. We employ a high level of collaboration across disciplines. That means that, in your role, you will have the opportunity to be exposed to whole person-care across medical, behavioral health, pharmaceutical, research, and more! Our integrated HIV care and prevention model is proven to help patients achieve positive health outcomes.

Requirements

High school diploma or equivalent
Experience as an Administrative or Program Assistant in a busy office or clinical setting involves diverse responsibilities and preferred skills.
Good organizational abilities and demonstrated attention to detail.
Excellent verbal, interpersonal, and written communication skills.
Ability to advise and guide on best practices and ways to innovate.
Strong analytical, problem-solving, and decision-making capabilities.
Team player with the ability to work in a fast-paced environment.
Strong organizational and communication skills
Ability to maintain confidentiality and adhere to all agency policies
Comfort working in a fast-paced, team-oriented environment
Strong proficiency in Microsoft Office (Word, Excel, Outlook)
Web-based computing experience.

Nice To Haves

Experience in a not-for-profit environment, especially organizations that specialize in HIV treatment.

Responsibilities

Collaborate with the Social Services team to support programs that provide school supplies, holiday gifts, and financial assistance for prescriptions and other essential needs.
Maintain accurate and detailed records of housing service provision to ensure transparency and accountability. This includes tracking client eligibility, documenting service utilization in the Provide Enterprise system, and managing paper-based files for forms and documentation not captured electronically.
Work collaboratively with Vivent Health case management and housing staff to efficiently process assistance requests from submission to payment.
Proactively communicate with staff throughout the process, promptly addressing questions to ensure staff and clients are informed of the status of assistance requests. This fosters teamwork and enhances process efficiency.
Support the administration of housing programs through various projects assigned by the supervisor, Associate Director, Director or Senior Leadership of Social Services. Tasks include running reports to aid service utilization, coordinating with Finance staff for payment processing, and registering new clients in Provide Enterprise.
Facilitate access to financial assistance resources, helping clients navigate and apply for available support programs.
Interact with clients and their families with empathy and cultural sensitivity, recognizing and responding to their individual needs and circumstances.
Maintain accurate and up-to-date records of programming activities and client interactions in accordance with agency documentation standards.
Work closely with case management, development teams, and volunteers to coordinate donor engagement for local programs.
Coordinate supportive resources for families affected by HIV, ensuring access to comprehensive services that promote stability and wellness.
Advocate on behalf of clients to ensure appropriate services and support are delivered in a timely and effective manner.
Provide administrative support for housing and financial assistance programs, including processing rent, utility, and shelter assistance requests.
Assist with program administration by running utilization reports, supporting payment coordination with Finance, and registering clients in the agency’s service database.
Provide administrative support for housing and financial assistance programs, including processing applications for rent, utility, and shelter assistance from submission through payment. This includes reviewing documentation, routing completed requests for approval, coordinating payments to landlords, utility companies, and vendors, and assisting with file review to ensure compliance with grant and funder requirements.
Other duties as assigned.
Adhere to all agency policies, including but not limited to Confidentiality, Employee Handbook, Health Care Corporate Compliance Plan, Standards of Conduct, training, and other relevant policies.