Program Assistant

Westcare; Saint Petersburg (FL); On-site; USD 35,000 - 45,000; Full time

Job summary

Westcare in Saint Petersburg, Florida, is seeking a Program Assistant to provide administrative and operational support for the Mustard Seed Program. The individual will assist with office coordination, client recordkeeping, and logistics while ensuring a smooth functioning of the program.

This role requires excellent communication skills, attention to detail, and the ability to work in a team-oriented environment. A high school diploma and at least one year of administrative experience are required.

Qualifications

• Proficient in Microsoft Office applications with strong computer skills.
• Strong communication skills for client and staff interaction.
• Attention to detail in maintaining accurate documentation.

Responsibilities

• Provide administrative support to the Program Manager and staff.
• Maintain and approve inventory of office and cleaning supplies.
• Assist with staff scheduling and responsibilities for proper coverage.
• Develop relationships with community partners.
• Ensure confidentiality of client records and rights.

Skills

Excellent written and verbal communication skills

Attention to detail

Ability to work well in a team environment

Superior organizational skills

Strong computer skills

Education

High School Diploma

1 year of administrative experience

2+ years of administrative experience

Tools

Microsoft Office applications

Job description

POSITION SUMMARY:

The Program Assistant provides administrative and operational support to the Program Manager and staff to ensure the smooth day-to-day functioning of the Mustard Seed Program. This role assists with office coordination, client recordkeeping, and program logistics while supporting staff and client needs. The Program Assistant helps maintain an organized, efficient, and client-centered environment and contributes to overall program effectiveness in alignment with WestCare’s mission and standards.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provide general administrative/clerical support for the Program Manager, including photocopying, faxing, filing, and maintaining electronic documentation systems.
• Assist with GulfCoast-Florida program operations and administration.
• Maintain and approve inventory of all office supplies and cleaning supplies; place all orders for the Mustard Seed program.
• Assist in developing staff work schedules and assign daily responsibilities to ensure proper coverage for all shifts.
• Answer incoming calls and distribute messages and mail.
• Assist with letters of residency and client completion certificates.
• Attend and take minutes of staff meetings.
• Maintain accurate client rosters, sign in sheets and discharge logs.
• Assist in the development and implementation of FARR policies, procedures, and program materials.
• Assit with new client intake/orientation and data input.
• Develop and maintain professional and collaborative relationships with all community partners.
• Establish helping relationships with clients and staff characterized by warmth, respect, genuineness and empathy.
• Assist in familiarizing clients to the program, including rules, and other pertinent information for client success.
• Protect client’s rights to privacy and confidentiality in all treatment situations and record keeping.
• Provide feedback to the Program Manager and Lead Tech regularly.
• Embrace and embody the mission, vision, guiding principles, clinical vision, and goals of WestCare Foundation.
• Other duties as assigned.

ESSENTIAL QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform the duties and responsibilities satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Excellent written and verbal communication skills.
• Ability to handle multiple projects simultaneously.
• Excellent communication skills.
• Attention to detail.
• Ability to exercise good judgment and discretion.
• Ability to work well in a team environment.
• Superior organizational skills.
• Extremely strong computer skills, to encompass all Microsoft Office applications.
• Adherence to the highest standard of ethical conduct.
• Professional appearance and demeanor.
• During your tenure with WestCare, there may be new requirements, including, but not limited to vaccinations that are issued by local, State, Federal, and/or Funders that WestCare may have to comply with. Should this occur Human Resources or appropriate personnel will inform you.

EDUCATION and/or EXPERIENCE:

• High School Diploma required.
• 1 year of administrative experience required.
• 2+ years of administrative experience preferred.
• Experience working in a residential substance abuse setting strongly preferred.

WORKING CONDITIONS:

• Residential, recovery residence setting.
• A minimum of 40 hours per week are expected but significantly more hours will be required from time to time. Completion of job duties may require working before and after normal working hours. Regular attendance is required. Being able to work as many hours as is necessary to complete job tasks is a required and essential duty of this position.