Program Assistant

Douglas-A-Thom Clinic•Waltham, MA

16d•Onsite

About The Position

Thom Child & Family Services in Waltham, MA is seeking a Program Assistant to join their team, focusing on the pediatric population (children birth to 3 years). This is a salaried, part-time position requiring 20-24 hours per week. The Program Assistant II works under the general direction of the Program Director and the direct oversight of the Office Manager. Responsibilities include providing efficient and pleasant administrative support, ensuring office operations run smoothly, and maintaining a professional demeanor consistent with Early Intervention values. The role requires the ability to work independently, multitask, and reprioritize tasks as needed, while adhering to Thom's policies and procedures, including corporate and FERPA regulations.

Requirements

2+ years of related experience in an office setting required.
High School Diploma or Associate.
Proficiency with Microsoft Outlook, Word, and Excel.
Excellent communication skills and ability to work well with various personalities in a positive, professional manner.
Must be able to handle 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 a plus.

Responsibilities

Answer program phoneline and handle inquiries and direct calls as needed, manage voicemail and text messages.
Process Referrals, schedule intake and assessment dates.
Notify teams, collect and process data, and send information to parents.
Communicate with referrals unable to be reached via telephone and document accordingly.
Work with Office Manager and Program Assistant I concerning re-referrals and Transfers.
Work with Social Work Supervisor regarding DCF referrals.
Maintain Assessment and Intake Calendars.
Work in conjunction with Director to update team schedules when needed.
Keep an active waitlist when applicable.
Maintain ThomConnect and Access Database: Enter all new clients, close client files when discharged and update relevant information as needed.
Check program’s CREI email account regularly.
Distribute relevant emails to Office Manager and Director when applicable.
Update Staff Phone/Address Lists.
Assist with coverage requests for assessment teams and groups.
Assist with Immunization and other medical record requests from pediatricians/referral sources.
File external records to electronic client records.
Close records: move electronic record, enter closing date in Access database, cancel transportation if applicable.
Group tasks: Process Group forms, request Immunization records from pediatrician as needed, update database.
Assist with setup and clean up when needed.
Assist with Transportation for Groups: Process new transportation requests and delete unneeded requests via HICS and MART.
Communicate with transportation companies when needed.
Maintain client transportation spreadsheet.
Administer MART customer survey when directed.
Process PT-1 form for all Masshealth subscribers.
Office Maintenance: Empty dishwasher, process outgoing and incoming postal mail, create labels, empty shredder, check fax machine daily, refill copy paper, restock office supplies, maintain organization of office areas and record rooms, and any other duties assigned by Director and Office Manager.