Part-Time Pediatric Programs Administrative Coordinator

Thom Child & Family Services; Waltham (MA); On-site; USD 25,000 - 33,000; Part time

Benefits offered by this job

Health Insurance

Fitness Benefits and Wellness Incenti

Sick Time

403(b) with employer matching

Professional development trainings

License renewal fees

Clinical supervision

Job summary

Thom Child & Family Services in Waltham, MA is seeking a Program Assistant II for part-time office support 20-24 hours per week. You will work under the Program Director and Office Manager to provide efficient administrative assistance, covering duties of the Program Assistant I when needed within Early Intervention values of resiliency and professionalism.

The role requires strong Microsoft Office skills, excellent communication, and the ability to multi-task in a busy pediatric services

Qualifications

• 2+ years of related experience in an office setting.
• Proficiency with Microsoft Outlook, Word, and Excel.
• Excellent communication skills and ability to work well with various personalities.
• Must handle multiple tasks concurrently and prioritize duties.
• Strong organizational skills and attention to detail.
• Ability to handle confidential information.

Responsibilities

• Answer program phoneline and handle inquiries; direct calls and manage voicemail/text messages.
• Process referrals; schedule intake/assessment; notify teams; document data.
• Maintain Assessment and Intake Calendars; update team schedules; manage waitlists.
• Maintain ThomConnect and Access Database; enter new clients; update records.
• Process emails and distribute relevant messages to Office Manager and Director.
• Assist with coverage requests for assessment teams; immunization record requests.
• File external records; close records in Access; manage transportation entries.
• Coordinate group forms and transportation requests; liaise with transportation providers.
• Oversee office maintenance tasks and supplies; keep office areas organized.

Skills

Communication

Multitasking

Organizational Skills

Attention to Detail

Confidentiality

Interpersonal Skills

Education

High School Diploma or Associate

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Thom Child & Family Services in Waltham, MA is seeking a Program Assistant II for part-time office support 20-24 hours per week. You will work under the Program Director and Office Manager to provide efficient administrative assistance, covering duties of the Program Assistant I when needed within Early Intervention values of resiliency and professionalism.

The role requires strong Microsoft Office skills, excellent communication, and the ability to multi-task in a busy pediatric services