Pediatric Program Assistant — Part-Time (20–24 hrs)

Thom Child & Family Services; Waltham (MA); On-site; USD 25,000 - 36,000; Part time

Benefits offered by this job

Flexible Schedules

Health Insurance

Sick time

403(b) with employer matching

Professional Development Trainings

Paid professional license renewal fees

Clinical supervision, mentoring, and 팀

Mileage reimbursement

Job summary

Thom Child & Family Services in Waltham, MA is seeking a Program Assistant II for a salaried part-time role (20-24 hours/week). The position supports the Program Director and Office Manager, providing efficient administrative assistance and coverage for the Program Assistant I.

The role emphasizes professionalism, FERPA compliance, and the ability to multi-task in a supportive team environment, with responsibilities across scheduling, data entry, records management, and office operations.

Qualifications

• 2+ years of related experience in an office setting.
• High School Diploma or Associate.
• Bilingual a plus.
• 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.

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.
• Maintain Assessment and Intake Calendars and update team schedules when needed.
• Maintain ThomConnect and Access Database: Enter new clients and close files when discharged.
• Check program’s CREI email account regularly and distribute relevant emails as 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, and cancel transportation as needed.

Skills

Excellent communication

Strong organizational skills

Multitasking

Attention to detail

Handle confidential information

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 a salaried part-time role (20-24 hours/week). The position supports the Program Director and Office Manager, providing efficient administrative assistance and coverage for the Program Assistant I.

The role emphasizes professionalism, FERPA compliance, and the ability to multi-task in a supportive team environment, with responsibilities across scheduling, data entry, records management, and office operations.