Program Administrative & Research Assistant

Clare-Matrix-1; Santa Monica (CA); On-site; USD 21,000 - 23,000; Full time

Job summary

CLARE|MATRIX, a Santa Monica nonprofit delivering addiction treatment and prevention services, seeks an Administrative Assistant for the Opioid Treatment Program. The role supports day-to-day operations, ensures grant deliverables, maintains compliance, and delivers participant-centered service.

You will handle data collection, intake review, and reporting while coordinating staff safety and training in a fast-paced environment.

Qualifications

• High school diploma or equivalent required. An Associate's or Bachelor's degree in healthcare administration, business, public health, or a related field preferred but not 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 in a healthcare or behavioral health setting preferred but not required.
• Experience working with a diverse population and exhibits comfort and professionalism interviewing individuals experiencing SUD or similar.
• Bilingual in English and Spanish a plus.
• Knowledge: Substance Use Disorders (SUD), recovery principles, and basic mental health considerations.
• Skills: 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.
• Competencies: Maintain professionalism, boundaries, cultural responsiveness, and adherence to ethical standards.
• Experience: Exhibits emotional maturity, resilience, and the interpersonal skills required to engage respectfully and effectively with group dynamics in a diverse treatment community.

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.

Skills

Organizational skills

Verbal communication

Written communication

Education

High school diploma

Healthcare administration background

Job description

CLARE|MATRIX, a Santa Monica nonprofit delivering addiction treatment and prevention services, seeks an Administrative Assistant for the Opioid Treatment Program. The role supports day-to-day operations, ensures grant deliverables, maintains compliance, and delivers participant-centered service.

You will handle data collection, intake review, and reporting while coordinating staff safety and training in a fast-paced environment.