Program Assistant

The Center for Alternative Sentencing and Employment Services (CASES); New York (NY); On-site; USD 48,000 - 51,000; Full time

Job summary

CASES is seeking a Program Assistant in the Pretrial Services Department to provide administrative, operational, fiscal, and program support across the SRP and Clinic Satellite. The role collaborates with the Borough Director, Clinical Director, and staff to ensure organized, trauma-informed operations across settings.

The Program Assistant will coordinate intake appointments, track attendance and follow-up needs, assist with clinical scheduling, and manage participant information and reports.

Qualifications

• Associate degree or high school diploma with 2–3 years’ experience.
• Excellent organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Respect for confidentiality.
• Strong interpersonal skills.
• Proficiency in MS Word, Excel, and PowerPoint.
• Must be a self-starter and able to work independently.
• Able to lift 5–10 lbs and sit for extended periods.

Responsibilities

• Provide comprehensive administrative and operational support to the Borough Director, Clinical Director, supervisory staff, and satellite site teams.
• Coordinate mental health intake scheduling and participant outreach, including appointment scheduling and reminders.
• Maintain accurate participant and program information across agency databases and prepare weekly reports.
• Manage general office operations: calendars, meeting spaces, onboarding, communications, and records.
• Coordinate inventory and fiscal processes, including procurement and expenses.
• Serve as primary contact for participants and visitors, offering trauma-informed support.
• Support QA and program compliance through data entry, reporting, and follow‑ups.

Skills

Organizational skills

Communication skills

Confidentiality

Interpersonal skills

Self-starter

Education

Associate degree

High School Diploma/HSE

Tools

MS Word

Excel

PowerPoint

Job description

Job Summary
CASES is currently seeking a Program Assistant for our Pretrial Services Department. The Program Assistant is an integral member of the borough team, providing comprehensive administrative, operational, fiscal, and program support across the Supervised Release Program (SRP) and its behavioral health Clinic Satellite. Working closely with the Borough Director, Clinical Director, supervisory staff, clinicians, and direct service teams, the Program Assistant helps ensure coordinated and efficient operations across both settings.

Job Title: Program Assistant

Job Summary
CASES is currently seeking a Program Assistant for our Pretrial Services Department. The Program Assistant is an integral member of the borough team, providing comprehensive administrative, operational, fiscal, and program support across the Supervised Release Program (SRP) and its behavioral health Clinic Satellite. Working closely with the Borough Director, Clinical Director, supervisory staff, clinicians, and direct service teams, the Program Assistant helps ensure coordinated and efficient operations across both settings.
This position supports core office operations while also providing dedicated administrative support to the Clinic Satellite, including coordinating initial mental health intake appointments, conducting participant outreach and appointment reminders, tracking attendance and follow-up needs, supporting clinical scheduling, maintaining accurate participant information, and assisting with required clinical, billing, compliance, and operational reporting. Within SRP, the Program Assistant supports participant-facing and programmatic activities, including data tracking, reports, referrals, court-related administrative processes, special projects, and other operational initiatives.
The Program Assistant also coordinates calendars and room utilization, maintains office and participant resource inventories, supports fiscal processes, and serves as a primary point of contact for participants, visitors, and community partners. The position requires close collaboration across clinical, case management, administrative, and leadership teams and plays an important role in creating an organized, responsive, trauma-informed, and welcoming environment for participants.
We are looking for someone who is highly organized, detail-oriented, proactive, and committed to making a positive impact in the lives of individuals involved in the criminal justice system. The ideal candidate possesses exceptional organizational and communication skills, thrives in a fast-paced environment, effectively manages competing priorities, and demonstrates sound judgment while maintaining confidentiality

Salary: The salary for this role is $49,173.00 per year

Shift Hours: The Program Assistant is full-time position working Monday – Friday from 9:00am – 5:00pm

Location Address: 4 West 125th Street, New York, NY 10027. Our office is easily accessible by public transportation.

Workplace Flexibility: Flexible - (for roles that have days that can be partially remote, e.g., being able to draft notes at home after going to the office/community in the morning).

What You Will Be Doing

• Provide comprehensive administrative and operational support to the Borough Director, Clinical Director, supervisory staff, direct service teams, and 4 West Satellite Site, supporting efficient day-to-day program operations
• Coordinate mental health intake scheduling and participant outreach, including appointment scheduling, reminders, attendance confirmation, missed-appointment follow-up, and accurate documentation in the electronic health record
• Maintain accurate participant and program information across agency databases and prepare weekly tracking, compliance, operational, billing, and performance reports, including monitoring outstanding documentation and follow-up needs
• Manage general office operations, including calendars, meeting and conference room coordination, onboarding logistics, office communications, special projects, events, court-related administrative processes, and borough-wide initiatives
• Coordinate inventory and fiscal processes, including ordering and tracking office supplies, participant resources, care kits, agency-issued phones, MetroCards/OMNY cards, move-in supplies, petty cash, and related expenditures
• Serve as a primary point of contact for participants and visitors, providing professional, trauma-informed, and culturally responsive support, triaging inquiries, facilitating referrals and appointments, and connecting participants to appropriate staff and resources
• Support quality assurance and program compliance through accurate data entry, documentation review, report generation, re-arrest checks, and timely follow-up with clinical, case management, court, and leadership teams
• Maintain an organized, welcoming, and confidential office environment while exercising sound judgment, discretion, cultural humility, and attention to detail in a fast-paced criminal justice and behavioral health setting
• Perform additional administrative, fiscal, operational, and programmatic duties as assigned by the Borough Director or supervisory leadership

What We Are Looking For

• Associate degree or High School Diploma/HSE with 2-3 years' experience
• Excellent organizational skills and attention to detail
• Excellent verbal and written communication skills
• Respect for confidentiality
• Strong interpersonal skills
• Highly proficient in word processing and spreadsheet applications (MS Word, Excel), experience with PowerPoint
• Must be a self-starter and able to work independently
• Must be able to lift 5-10lbs
• Must be able to sit for extended periods

Preferred Skills

• Fluency in Spanish

Employee Benefits

CASES cares about employee wellbeing, and we offer a comprehensive benefits package to support you and your family, including:

• Medical
• Dental
• Vision
• Vacation and Paid Time Off – starting at 25 days-off annually, plus an additional summer self-care day
• 12 Paid Holidays per year
• Retirement 403b Competitive matching up to 6%
• Employee Referral Program
• Visit www.cases.org/careers/ to learn more about benefits offered by the CASES

Our Values

At CASES, we like to move with PURPOSE , which reflects our values:

PEOPLE| Hold people’s stories with dignity

UNITY| Commit to a shared mission

RESPECT| Celebrate the strength of diversity

PROGRESS| Always work to improve

OPTIMIZE| Make the best use of resources

SOLUTIONS| Work together to solve problems

EMPATHY| Seek to understand others

CASES is proud to be an Equal Opportunity Employer. Employment with CASES is based solely on qualifications and competence for a particular position without regard to race, color, ethnic or national origin, age, religion, creed, gender, sexual orientation, disability, or marital, military, or citizenship status. We also actively recruit individuals with prior involvement in the criminal legal system.

Monday - Friday, 9am to 5pm

35 hours per week excluding breaks