Program Assistant

Talentify; New York (NY); On-site; USD 40,000 - 56,000; Full time

Job summary

Acacia Network in New York is seeking a Program Assistant to support administrative duties and HR functions under the Program Director. You will help with onboarding, background checks, document management, and coordination of employment verifications.

This 35-hour week, non-exempt role requires strong organizational skills, discretion, and the ability to work under pressure in a fast-paced environment.

Qualifications

• 2+ years of relevant administrative/office support experience.
• High School Diploma required.
• Associate Degree in HR Management, Organizational Development, Business Management or related field preferred.
• Knowledge of HR functions including recruiting, benefits and employee relations preferred.
• Knowledge of federal and state labor laws.
• Ability to use business acumen to exercise good judgment.
• Strong organizational skills and ability to multitask.
• Excellent interpersonal and written communication skills.
• Commitment to diversity and sensitivity.

Responsibilities

• Assist in onboarding new hires and create candidate accounts for pre-employment paperwork.
• Review completion of onboarding tasks prior to start date.
• Coordinate pre-employment steps including background checks and verifications.
• Prepare and file New Hire Checklist and ensure regulatory compliance.
• Provide health insurance information and enrollment forms to new hires.
• Maintain proper scanning, filing, and labeling of HR documents.

Skills

Communication

Teamwork

Multitasking

Decision-making

Education

Associate Degree in HR Management

Tools

MS Office

ADP Workforce Now

Job description

JOB DESCRIPTION

Title:

Program Assistant

FLSA Status:

Non-Exempt

Department:

University Ave

Union Status:

Non-Union

Reports To:

Program Director

Weekly Hours:

35

Status:

Full Time

Schedule:

Mon- Fri 9am-5pm

POSITION OVERVIEW:

Under supervision of the Program Director, the Program Assistant will support the administrative duties of the Program including providing Human Resources functions. The Program Assistant must be able to work effectively in a team environment as well as work independently, establish workload priorities, manage multiple tasks, take initiative and work under pressure to perform and complete a high volume of work with speed and accuracy to meet established deadlines.

MANAGEMENT/SUPERVISORY RESPONSIBLITIES:

This position has the following management/supervisory responsibility (check only one):

This position includes no managerial or supervisory responsibilities.

This is a supervisory position.

This position is a managerial position.

This is a director/administrator position.

KEY ESSENTIAL FUNCTIONS:

• Assist in the on-boarding process for all new hires:
• Create accounts for candidates to complete the pre-employment paperwork requirements.
• Review and ensure all required onboarding tasks are fully completed prior to start date.
• Coordinate completion of all steps the pre-employment process to include background checks, reference checks, employment verifications and collection of required documents (diplomas, degrees, IDs, certifications, licensures, etc.)
• Complete New Hire Checklist in its entirety for all new hires to ensure compliance with all regulatory and organizational requirements.
• Ensure new hires receives health insurance packet, benefit summary and enrollment forms for timely plan enrollment.
• Prepare final employee file for all new hires ensuring proper scanning, filing, and labeling of all documents and HR forms consistent with departmental standards.
• Responsible for effective and efficient management of pre-employment background check processes under Department of Health, Justice Center, Office of Children and Family Services, and/or Department of Education.
• Assist in monthly audits as needed.
• Assist with various hiring projects, job fairs, filing projects and audits for Acacia Network.
• Accepts incoming and outgoing calls, maintain accurate messages, and disseminates messages as needed.
• Reroutes, transmits, or delivers reports to all departments.
• Acts as directed by Director's office in providing support and communication between the Director's office and other departments within the facility.
• Provides assistance to the Director in special assigned projects.
• Accepts and perform temporary or long-term assignments to integrated outpatient program within the facility as required by the Director.
• Consult with department supervisors concerning the operation of the integrated outpatient program to assist in eliminating/ correction problem areas and/or improvement of services. Report such findings/ solutions to the Director.
• All other duties as assigned.

REQUIREMENTS:

• 2+ years previous relevant experience in providing administrative/office management support.
• High School Diploma required.
• Associate Degree in Human Resources Management, Organizational Development, Business Management, or an equivalent related field preferred.
• Knowledge of HR functions including recruiting and hiring, benefit administration and employee relations preferred.
• Knowledge of federal and state labor laws.
• Ability to use business acumen to exercise good judgment and decision-making.
• Ability to deal with sensitive issues with diplomacy and discretion.
• Must be able to multitask with strong organizational skills.
• Strong PC skills including MS Office, ADP Workforce Now.
• Excellent interpersonal skills and able to communicate both verbally and in written form.
• Commitment to cultural diversity and sensitivity.
• Ability to maintain a professional demeanor under pressure and operate with a keen sense of urgency and commitment to quality.

PHYSICAL DEMANDS:

Please indicate which level of activity best describes the position (check only one):

Sedentary Work (equivalent to lifting or exerting up to 10 pounds offorce occasionally or a negligible amount offorcefrequently to lift, carry, push, pull, or otherwise move objects. Sedentary work involves sitting most of the time but may occasional walking or standingfor briefperiods of time).

Light Work (equivalent to lifting or exerting up to 20 pounds offorce occasionally or up to 10 pounds offorce frequently, or a negligible amount offorce constantly to move objects. Physical demand requirements are in excess of thosefor Sedentary Work).

Medium Work (involves exerting 20 to 50 pounds offorce occasionally or 10 to 25 pounds offorce frequently. Physical demand requirements are in excess of thesefor Light Work).

Heavy Work (involves exerting 50 to 100 pounds offorce occasionally, or 25 to 50 pounds offorce frequently. Physical demand requirements are in excess of those for Medium Work).

Very Heavy Work (involves exerting in excess of100pounds offorce occasionally, or in excess of50pounds offorce. Physical demand requirements are in excess of those for Heavy Work)

PHYSICAL REQUIREMENTS:

Please indicate the level of physical activity required in each area for the position. Check only one box for each requirement:

Requirement

Almost Never

Sometignes

Frequently

Almost Alwa s

Bending

Climbing

Typing

Lifting

Reaching

Pushing

Crouching

Crawling

Extended walking

Extended standing

Extended siting

WORK LOCATION:

The work location(s) required of incumbents in this position are as follows (check only one):

All work is completed in the office/ within the program.

Majority of work is completed in the office/program, with occasional trips to the community/other sites.

Work is completed equally in the office/program and in the community/other sites.

All work is completed in the community/other sites, with the exception of required meetings.

Majority of work is completed in the community/other sites, with occasional work done in the office/ ro ram.

WORK HOURS:

The work hours for this position are as follows (check all that apply):

Has standard work schedule (set hours).

May require work outside of standard work hours (evenings and weekends).

On-call as required.

Overtime may be required.

Position subject to possible mandation.

Shift work required.

WORK ENVIRONMENT:

Incumbents in this position are exposed to the following environmental condition(s):

Not substantially exposed to adverse environmental conditions.

Subject to infectious waste (typical of most patient care/housekeeping positions).

Subject to outside environmental conditions.

Subject to inside environmental conditions.

Subject to both environment conditions (work occurs inside and outside

Subject to extreme heat (temps above 80 degrees Fahrenheit).

Subject to extreme cold (temps below 32 degrees Fahrenheit).

Subject to extreme noise (noise must be sufficient to cause shouting in order to be heard over ambient noise level

Subject to extreme vibrations (exposure to oscillating movements of the extremities of the whole body).

Subject to work hazards (ex: moving mechanical parts, electrical current, scaffolding in high places).

Subject to one or more condition that affects the respiratory system or skin umes, as, dust, odors

SUPERVISION RECEIVED:

Please indicate which level of supervision is required for this position (check only one):

Close Supervision (provided with daily oversight of work day-to-day tasks, methods andfunctions. There are regular checks of tasks for quality and quantity of work. Employee performs a variety of routine duties within established policies and procedures or by referring to the written guidelines. Any deviation is reviewed by the supervisor).

Routine Supervision (provided with instructions on Job requirements, methods, priorities and deadlines. Advice and assistance are provided as needed. There are regular and systematic reviews ofprogress, quality and output, usually at discrete times, but occasionally onl u on com letion .)

General Supervision (provided with general instructions on an ongoing basis, usually covering only the broad aspects of the job. Incumbents exercise some control over both the technical and administrative aspects ofwork. Decision-makmg is limited in context to the completion of work tasks. Completed work is consistent with established guidelines, policies andprocedures).

Limited Supervision (provided with clear statements of objectives and resources available. Oversight by the supervisor is only exercised on longer term goals and policy issues. Completed work is reviewed for compliance with laws and regulations, and adherence to program goals, objectives, budgetary limitations and general employer policies. This level is common among most midlevel mana ers

Broad Supervision (provided with broad objectives and have broad responsibility for planning, organizing and prioritizing work. Employee exercises independent decision-making authority for determining work objectives and goals to be accomplished, independently plans, designs and carries out progranls, projects in accordance with broad policy statements or legal requirements.

This level is common amon senior mana ement

Acknowledgment of Job Description

This will acknowledge that I have received, reviewed, and understand the above job description and will discuss with my supervisor if I have any questions. I further acknowledge that I am capable of performing the essential functions of the job, with or without reasonable accommodation. I understand and agree that nothing in this job description is binding, and the organization remains free to change the duties and responsibilities of the above-described job at any time, without notice, and at its discretion. I further understand and agree that nothing in this job description changes my status as an at-will employee, meaning that either the organization or I can terminate our employment relationship at any time, with or without cause or notice.

Employee Name (Print) Employee Signature Date