Project Assistant | Administrative Assistant

Clare Foundation, Inc.•Santa Monica, CA

7d•$21 - $23•Onsite

About The Position

Under supervision, the Administrative Assistant serves as both an administrative support and a research resource for the Opioid Treatment Program (OTP). In this capacity, the incumbent ensures the smooth day-to-day administrative operation of the program as well as supporting the full cycle of program evaluation from data collection, entry and reporting. This role meets grant deliverables, maintains regulatory compliance, and delivers consistent, participant-centered services. This position strengthens program integrity, supports staff efficiency, and contributes directly to CLARE|MATRIX’s mission of evidence-based, compassionate care.

Requirements

High school diploma or equivalent required.
Minimum of two (2) years of experience in the collection, administration, and coordination of project data, both quantitative and qualitative.
An equivalent combination of education and relevant work experience will be considered.
Experience working with a diverse population and exhibits comfort and professionalism interviewing individuals experiencing SUD or similar.
Proficient in Microsoft Office Suite (MS Word, Excel, PPT, SharePoint, etc.)
Possess an understanding of Substance Use Disorders (SUD), recovery principles, and basic mental health considerations.
Demonstrate effective and strong organizational, verbal, and written skills, including the ability and capacity to organize large volumes of data with attention to detail. Documents accurately, maintains timely workflow, and communicates effectively with staff and participants.
Maintain professionalism, appropriate boundaries, cultural responsiveness, and adherence to ethical standards. Work effectively with individuals from diverse backgrounds and contribute positively to a team environment.
Exhibits emotional maturity, resilience, and the interpersonal skills required to engage respectfully and effectively with group dynamics in a diverse treatment community.

Nice To Haves

An Associate's or Bachelor's degree in healthcare administration, business, public health, or a related field preferred but not required.
Experience working in a healthcare or behavioral health setting preferred but not required.
Experience working alongside or in support of clinical or medical staff a plus.
Bilingual in English and Spanish a plus.

Responsibilities

Answers phones and performs general office duties.
Validates participant eligibility for service and reviews intake packets for completeness.
Manages participant flow to avoid bottlenecks and ensure timely service delivery. Schedules intake appointments.
Evaluates participant documentation to ensure proper recording of new admissions and resolves issues.
Collects UDS samples and assists with drug testing participants.
Maintains digital and physical filing systems.
Orders and maintains office supplies, ensuring adequate inventory at all times.
Responsible for coordinating office maintenance and repairs as needed.
Coordinates staff training including facilitating safety drills and coordinating with outside organizations when necessary.
Conducts data collection activities in support of grant-funded program evaluations, including survey administration, participant interviews, and administration of grant-related assessments including intake, discharge, and follow-up participant interviews.
Enters project data accurately and timely into customized tracking tools and online platforms. Organizes and manages large volumes of quantitative and qualitative data with strong attention to detail.
Conducts scholarly research as needed to support evaluation and reporting activities.
Assists in the development of monthly reports including participant data, demographics, and program outcomes.
Ensures timely completion of all required program reports.
Adhere to all CLARE|MATRIX Policies and Procedures, program guidelines, and all state, county, local, and federal regulations. If working with participants, ensure participant safety, dignity, and confidentiality in all aspects of service delivery.
Protect participant information by maintaining strict confidentiality and ensuring all records, conversations, and electronic data meet HIPAA and organizational privacy standards.
Maintain appropriate professional boundaries with participants in accordance with Company policies and ethical standards. Ensure a safe and ethical environment by upholding clear communication, appropriate conduct, and respect for participant privacy and dignity. Boundaries typically include but are not limited to personal disclosure limits, physical touch restrictions, and clear communication about the professional nature of the relationship.
Follow all CLARE|MATRIX, OSHA, and CAL-OSHA health and safety regulations. Support the maintenance of a safe environment for participants and staff.
Complete incident reports accurately and in a timely manner, in accordance with organizational and regulatory requirements.
Demonstrate effective and appropriate workplace communication by speaking clearly, directly, and with purpose. Actively listen, ask clarifying questions, and confirm understanding before acting. If role works directly with participants, provide timely updates to staff and participants, as appropriate, regarding needs, concerns, or changes in participant status, ensuring information is accurate and complete. Maintain professional tone, body language, and boundaries in all interactions, even in emotionally charged situations. Address issues respectfully and constructively, avoid gossip or unprofessional dialogue, and follow established channels for reporting, documentation, and escalation. Consistently model courteous, trauma-informed, and culturally sensitive communication that supports a safe and respectful environment.
Attend and actively participate in staff meetings, case conferences, one-on-one supervision meetings, training sessions, and team-building activities as required by the program.
Assists the team in organizing and facilitating meetings with internal and external stakeholders, including, but not limited to, scheduling, agenda preparation, and follow-up documentation.
Work collaboratively with counselors, peers, case managers, nursing staff, and other program team members to support participant care, resolve concerns, and maintain consistency in service delivery.
Maintain positive and professional relationships with community partners and collaborate with outside agencies as part of the continuum of care, when applicable.
Maintain a working knowledge and understanding of CLARE|MATRIX’s mission, vision, philosophy, and operating principles. Support a healthy work environment and uphold organizational standards of conduct.
Contribute to a positive, safe, and team-oriented work environment by remaining receptive to constructive feedback, seeking guidance when needed, and supporting coworkers in program operations.
Perform other job-related duties as assigned.