Program Assistant - 0004E- Mon - Fri 9AM -5PM

WellLife Network•New York, NY

2d•$20 - $21•Onsite

About The Position

The Office Manager oversees and coordinates all non-clinical operations of the ACT program. This role provides administrative support, manages communication between staff, clients, and external partners, and maintains program records, financial tracking, and data systems to ensure efficient day-to-day operations.

Requirements

H.S. Diploma or GED, demonstrated ability to type 40 wpm accurately, and a working knowledge of computers, Microsoft Office Programs (Word, Excel, Powerpoint, Outlook, etc), Internet Explorer and general office equipment (e.g., fax, copier, PC, printer, telephone systems).
Basic arithmetic skills.
Exhibits good oral, written, and interpersonal skills.
Must have people and problem solving skills to assist and support clients with severe and persistent mental illnesses and their families.
The position requires solid organizational skill and ability to make contacts and establish relationships to get information necessary for the program to function within the larger system.

Responsibilities

Manage administrative operations, including phone coverage, correspondence, and coordination of communication between staff, clients, families, and external agencies.
Maintain accurate records in the EHR, including admissions, discharges, insurance information, and client data.
Compile monthly billing and track program documentation, including identifying missing progress notes.
Schedule appointments, coordinate transportation requests, and assist with on-call scheduling as needed.
Prepare and track medical record requests and client authorizations.
Assist with data collection and generate routine reports to support program operations.
Maintain organized electronic and physical filing systems while ensuring confidentiality and regulatory compliance.
Manage petty cash and service funds, ensuring accurate documentation and reconciliation of all transactions.
Support nursing staff with prior authorizations and administrative tasks.
Monitor office supply inventory and coordinate ordering and requisitions.
Process incoming and outgoing mail, maintain distribution logs, and prioritize time-sensitive materials.
Attend meetings, record and distribute minutes, and support general office coordination.
Maintain accurate data entry and reporting within systems such as Vello Health.
Ensure the office environment is safe, organized, and compliant with agency standards.
Follow program protocols, including incident reporting and crisis procedures.
Participate in required trainings, including OMH-approved ACT orientations.
Maintain strict confidentiality and professionalism at all times.
Perform additional duties as assigned.