Pediatric Programs Admin Assistant (Part-Time)

Thom Child & Family Services; Waltham (MA); On-site; USD 25,789,000 - 34,385,000; Part time

Benefits offered by this job

Flexible schedules

Health Insurance and Wellness Benefits

Sick time

403(b) with employer matching

Professional development trainings

Paid professional license renewal fees

Clinical supervision and mentoring

Job summary

Thom Child & Family Services in Waltham, MA is seeking a Program Assistant II to support the office team and assist with referrals, scheduling, data entry, and record management. The role emphasizes confidentiality and FERPA compliance, with responsibilities spanning phone inquiries, referrals, calendars, database maintenance, and coordination with clinical staff.

This part-time salaried position offers 20-24 hours per week, flexible schedules, and benefits including health insurance, 403(b)

Qualifications

• 2+ years of related experience in an office setting.
• High School Diploma or Associate.
• Proficiency with Microsoft Outlook, Word, and Excel.
• Excellent communication skills and ability to work with various personalities.
• 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 all new clients, close client files when discharged and update relevant information as needed.
• Update Staff Phone/Address Lists and assist with coverage requests for assessment teams.
• 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, update database, and assist with setup/cleanup.
• Assist with Transportation for Groups: process transportation requests and delete unneeded requests, maintain transportation spreadsheet.
• Office Maintenance: handle mail, restock supplies, maintain office areas.

Skills

Excellent communication

Multitasking

Strong organizational 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 to support the office team and assist with referrals, scheduling, data entry, and record management. The role emphasizes confidentiality and FERPA compliance, with responsibilities spanning phone inquiries, referrals, calendars, database maintenance, and coordination with clinical staff.

This part-time salaried position offers 20-24 hours per week, flexible schedules, and benefits including health insurance, 403(b)