PROGRAM ASSISTANT

Postgraduate Center for Mental Health; New York (NY); On-site; USD 40,000 - 52,000; Full time

Job summary

The Postgraduate Center for Mental Health is seeking an Administrative Assistant to support an ACT Team on-site in New York City. The role handles reception, data entry, billing, and coordination to ensure smooth daily operations.

You will work closely with the Team Leader and psychiatrist, manage petty cash, maintain client records in AWARDS and myEvolv, and assist with Medicaid enrollment and communications with MCOs. Regular hours M-F, 9–5.

Qualifications

• High school diploma or equivalent required; associates degree preferred.
• Experience in a mental health or social service setting preferred.
• Knowledge of AWARDS by Foothold and myEvolv by Netsmart is preferred.

Responsibilities

• Data entry, answering phones and relaying accurate messages.
• Maintains daily/monthly clinical boards with visits, medications, hospitalizations information.
• Supports billing submissions and Medicaid enrollment tracking.
• Assists with locating missing clients and coordinating care.

Skills

Data entry

Phone communication

Administrative support

Billing support

Education

High School Diploma or equivalent

Associates Degree (preferred)

Tools

AWARDS by Foothold

myEvolv by Netsmart

Job description

JOB SCOPE: This role provides administrative, reception, and coordination support to facilitate the effective operation of the office within an ACT Team. It is an on-site position (no remote work). The schedule is M-F, 9 AM to 5 PM.

ESSENTIAL FUNCTIONS

• Data entry, answering phones and relaying accurate messages
• Maintains upkeep of daily and monthly clinical white boards with necessary and updated information for visits, medications, hospitalizations, etc.
• Works closely with the Team Leader to submit monthly billing, updating daily contact sheets, tracking Medicaid enrollment.
• Assists with conducting diligent searches for missing clients.
• Assists with conducting health insurance eligibility checks and ensuring accurate updated information is entered in the electronic medical record and on billing spreadsheet and providing team with information about consumer’s status with Medicaid Managed Care Organizations (MCOs), spend-downs, and inactive health insurance status.
• Support Team Leader, staff and psychiatrist in communication with Managed Care Organizations, ensuring documentation is faxed and transmitted to MCOs to authorize services and medications.
• Manage service dollar petty cash account in accordance with PCMH policy and procedures for distribution and reconciliation of OMNY Cards, cash and gift cards for consumer purchases.
• Manages staff petty cash and OMNY Card distribution.
• Submits electronic check requests for the program.
• Maintains ACT Team vehicle log.

QUALIFICATIONS

EDUCATION AND EXPERIENCE

• High School Diploma or equivalent required, Associates Degree or college level courses preferred.
• Experience in a mental health or social service setting preferred.
• Knowledge and experience of electronic health records (specifically AWARDS by Foothold and myEvolv by Netsmart) preferred.