Program Administrative Assistant (Harvard, MA)

Nonotuck Resource Associates, Inc.; Harvard (MA); On-site; USD 45,000 - 55,000; Full time

Benefits offered by this job

Sign-On Bonus $2,000

401(k) with Employer Match

Health, Dental, & Vision Insurance

Disability and Life Insurance

Flexible Spending Account, Health, and

Dependent Care Account Options

Paid Time Off

13 Paid Holidays

Annual increase with Profit Sharing

Hybrid Office/Work from Home Model

Mileage reimbursement

Flexibility

Job summary

Nonotuck Resource Associates is seeking a Program Administrative Assistant to provide essential administrative support to Program Directors, Care Managers, RNs, and Caregiver Developers in a collaborative environment.

The role emphasizes accurate documentation, meeting regulatory deadlines, and maintaining records through electronic systems. A strong office background and ability to drive are important, with full-time hours Monday–Friday in a hybrid office/remote setup.

Qualifications

• Strong organizational skills and attention to detail.
• Proficiency with electronic documentation systems and databases.
• Excellent communication and interpersonal skills.
• Ability to work collaboratively in a team.
• Two-year recent office experience with confidential records preferred.
• High school diploma required.
• Valid driver’s license with clean RMV record.
• Reliable vehicle and insurance.
• Background check required.

Responsibilities

• Caregiver file management and maintaining updated caregiver files electronically.
• Documentation tracking databases to meet regulatory deadlines.
• Documentation updates to electronic medical records and portals.
• Document collection via electronic platforms or in-person.
• Record audit tools maintenance for DDS/AFC.
• Attend meetings, fully prepared in advance.
• Team collaboration with agency staff, caregivers, families and funders.
• Perform duties essential to support the agency and people we serve.
• Drive responsibilities as needed and support weekend scheduling.

Skills

Organizational skills

Documentation systems

Interpersonal communication

Team collaboration

Confidential records handling

Education

High School diploma

Tools

Office software

Job description

Nonotuck Resource Associates is currently seeking an organized and detail-oriented individual to join our team as a Program Administrative Assistant. The Program Assistant will provide crucial administrative support to Program Directors, Assistant Program Directors, Care Managers, Registered Nurses, and Caregiver Developers. If you have a strong administrative background and enjoy working in a collaborative and supportive environment, we invite you to apply.

The Program Administrative Assistant will be responsible for providing general administrative support to key program staff, ensuring accurate documentation and record-keeping.

ABOUT US

Nonotuck Resources Associates (www.nonotuck.com) is a community-based agency providing residential services to people with disabilities since 1972. We believe in the vision of life sharing and its transformative power of caring for a person in a home-setting, Nonotuck provides personalized supports to people by matching them with caring providers who open their hearts, their minds and their homes.

Just shy of 1,200 people receive Caregiving with Love in either Shared Living or Adult Family Care. Each person is surrounded by loving, dedicated, experienced and compassionate team members who provide values-based services driven by personal preference, community inclusion, and the goal of a diversity of freely given relationships.

Benefits:

• Sign-On Bonus $2,000
• 401(k) with Employer Match
• Health, Dental, & Vision Insurance
• Disability and Life Insurance
• Flexible Spending Account, Health Savings Account, and Dependent Care Account Options
• Paid Time Off
• 13 Paid Holidays
• Annual increase with Profit Sharing
• Hybrid Office/Work from Home Model
• Mileage reimbursement
• Flexibility

Program Administrative Assistant (Full-time Non Exempt, Monday-Friday 40 hours/week)

Key Responsibilities:

• Caregiver File Management
  • Assist Caregiver Developers with maintaining updated and accurate caregiver files electronically.
• Documentation Tracking
  • Develop and/or maintain required documentation tracking databases to assist Care Managers and RN’s in meeting regulatory deadlines.
• Documentation Updates
  • Assist Care Managers in updates to required documentation, including electronic medical records and virtual portals (e.g., HCSIS, iCentrix).
• Document Collection
  • Assist Care Managers and RN’s in the collection of required documentation through electronic platforms (e.g., DocuSign, West Fax) or through in-person collection if necessary.
• Record Audit Tools
  • Assist Care Managers and RN’s with maintaining accurate DDS and AFC record audit tools.
• Meeting Attendance
  • Attend a variety of meetings, fully prepared beforehand, as required.
• Team Collaboration
  • Requires teamwork, team communication, and communication with any pertinent parties, including agency employees, caregivers, families, guardians, people supported, and funding sources.
• Additional Duties
  • Perform any and all duties deemed essential to assist the agency, office, team, or people we support.
• Requirements
  • Ability to drive a motor vehicle.
  • Availability to work weekends during specific times of the year.

Qualifications:

• Strong organizational skills.
• Proficiency in electronic documentation systems and databases.
• Excellent communication and interpersonal skills.
• Ability to work collaboratively in a team-oriented environment.
• Must have two-year recent experience working in an office setting with confidential records.
• High School diploma
• Community experience that expands specifically to the Department of Developmental Services, Adult Foster Care Services, HCBS waivers (supporting those with a Brain Injury or those who have chronic conditions affecting their availability to live safely in the community) preferred.
• Valid driver’s license with excellent RMV record (subject to RMV background check).
• Reliable vehicle that is legally/properly registered and insured.
• Background check required.

Affirmative Action / EEO Policy:

Nonotuck provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Nonotuck Resource Associates is an equal opportunity employer. We encourage individuals of all backgrounds and experiences to apply.

Wellness, Civility, and Diversity:

“I'm very thankful to be a part of the Nonotuck team. A company that tries to make a difference in the life of the employees and the people we serve is truly something I celebrate.” – Nonotuck Employee

At Nonotuck we believe that to care for others, we must care for ourselves and that in order to best support the people we serve, we must cultivate wellness in our own lives. The Nonotuck Wellness Initiative aims to strengthen the Nonotuck community by supporting individual wellbeing, so each person can show up as their best selves in service of our mission. Through wellness programs hosted by Nonotuck, dedicated wellness hours, and partnerships with leading wellness organizations, the Wellness Initiative is constantly evolving to meet the needs of our community.

Nonotuck has always been committed to employee wellness: with staff surveys, great health insurance at a reasonable cost, plenty of time off, good starting salary and yearly raises with potential profit sharing. In addition to these benefits and our core values, Nonotuck aims to foster a culture of kindness and civility through the Civility Initiative. The Civility Initiative began in 2009 to create Nonotuck as an island of civility in an ocean of incivility.

Nonotuck is deeply committed to Diversity, Equity and Inclusion. We are committed to fostering and maintaining a work environment where diversity, equity and inclusion are fully integrated into everything we do for the benefit of our employees and the people that we serve. Nonotuck welcomes people from all backgrounds and walks of life, and this is reflected in our largely diverse community.

Join Nonotuck Resource Associates and contribute to our mission of providing high-quality and compassionate support to individuals. We offer a supportive work environment, competitive compensation, and opportunities for professional growth.