Program Assistant

Douglas-A-Thom Clinic•Waltham, MA

2d•Onsite

About The Position

Thom Child & Family Services is seeking a Program Assistant II to provide administrative support for its Early Intervention program serving children from birth to age 3 and their families. The position is based in Waltham, Massachusetts. The Program Assistant II works under the general direction of the Program Director, with duties carried out under the direct oversight and supervision of the Office Manager. The role collaborates with the office team, including the Program Assistant I, and provides coverage for that position when needed. The successful candidate is expected to work independently, manage multiple tasks, reprioritize as necessary, and act professionally in keeping with Early Intervention values and Thom policies, including corporate and FERPA requirements. The posting describes a full-time schedule of 40 hours per week at $46,000–$51,000 per year, as well as a part-time option of 24–30 hours per week with salary prorated according to hours worked. The organization offers a benefits package that includes flexible schedules, health insurance with fitness benefits and a wellness incentive program, sick time, a 403(b) with employer matching, professional development trainings, paid professional license renewal fees, clinical supervision, mentoring and team support, and mileage reimbursement.

Requirements

At least 2 years of related experience in an office setting.
High school diploma or associate degree.
Proficiency with Microsoft Outlook, Word, and Excel.
Excellent communication skills and the ability to work positively and professionally with various personalities.
Ability to manage multiple tasks concurrently, adapt to change, and prioritize duties.
Strong organizational skills and excellent attention to detail.
Ability to handle confidential and sensitive information.

Nice To Haves

Bilingual ability.

Responsibilities

Answer the program phone line, respond to inquiries, direct calls, and manage voicemail and text messages.
Process referrals; schedule intake and assessment dates; notify teams; collect and process data; and send information to parents.
Follow up with referral sources that cannot be reached by phone and document outreach.
Coordinate with the Office Manager and Program Assistant I on re-referrals and transfers, and with the Social Work Supervisor regarding DCF referrals.
Maintain assessment and intake calendars, update team schedules with the Director as needed, and maintain an active waitlist when applicable.
Maintain ThomConnect and the Access Database by entering new clients, closing discharged clients’ files, and updating information.
Regularly check the program’s CREI email account and distribute relevant emails to the Office Manager and Director as appropriate.
Update staff phone and address lists and assist with coverage requests for assessment teams and groups.
Assist with immunization and other medical-record requests from pediatricians and referral sources, and file external records in electronic client records.
Close records by moving electronic records, entering closing dates in the Access Database, and canceling transportation when applicable.
Process group forms, request immunization records from pediatricians as needed, update the database, and assist with group setup and cleanup.
Process new group transportation requests and remove unneeded requests through HICS and MART; communicate with transportation companies; and maintain the client transportation spreadsheet.
Administer MART customer surveys when directed and process PT-1 forms for MassHealth subscribers.
Perform office maintenance tasks, including handling incoming and outgoing mail, creating labels, emptying the dishwasher and shredder, checking the fax machine, replenishing copy paper and office supplies, and maintaining organized office and record-room areas.
Perform other duties assigned by the Director and Office Manager.