Program Assistant

Phoenix House Orange County, Inc.; Santa Ana (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

Phoenix House Orange County, Inc. is seeking a Program Assistant to greet visitors, answer calls, and coordinate intake and appointments within a busy program.

You will provide essential clerical support, maintain supplies, and ensure smooth office operations while upholding client confidentiality and professional standards. The role requires strong MS Office skills, excellent communication, and the ability to work in a fast-paced environment, with responsibilities across reception, scheduling,

Qualifications

• High School diploma or equivalent required.
• Prior administrative experience preferred.
• Must obtain TB test clearance and update yearly.
• Proficiency with MS Office and electronic records systems.
• Strong written and verbal communication skills.

Responsibilities

• Greet visitors and determine the nature of their visit; sign-in and direct to the appropriate staff.
• Coordinate intake calls and schedule clinical appointments with treatment teams.
• Answer and transfer telephone calls; maintain a professional receptionist presence.
• Order and maintain office supplies for supported departments.
• Ensure coverage at the reception desk throughout the day.
• Perform clerical duties: typing, filing, faxing, and data entry.
• Maintain office equipment and troubleshoot basic issues.
• Prepare documents and reports, and gather data as directed.
• Maintain confidentiality of clients, families, and agency operations.
• Manage room reservations and update daily announcements.
• Record accurate messages and manage voicemail messages.
• Keep the reception area clean and professional; support staff meetings and events.
• Participate in staff trainings and agency meetings; align with Phoenix House values.

Skills

Customer service

Communication

Time management

Organizational skills

Team collaboration

Education

High School diploma

Tools

MS Office

Job description

Reporting to the Program Director the Program Assistant is responsible for receiving visitors and clients, determining the nature of their visit, and notifying appropriate staff. Answering and transferring telephone calls. Providing general office and clerical support to a program/department. Representing Phoenix House to callers, clients, and visitors in a friendly, professional manner.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provides reception services, greets visitors, ascertains nature of business, signs-in visitors and directs visitors to appropriate person, issues visitor’s pass when required.
• Coordinates intake calls and schedules clinical appointments, including collaborating with treatment team.
• Operates telephone console to receive incoming calls; provides information to caller or routes caller to appropriate staff, and places outgoing phone calls as needed.
• Inventory, order, and maintain office supplies for the departments supported.
• Ensures adequate coverage of the receptionist's desk throughout the business day.
• Performs clerical duties, which include routine typing, filing, copying, faxing, completing and submitting Agency forms, data entry, and distributing Agency communications.
• Assists in the maintenance of office equipment, including computers, telephone systems, copiers, fax machines, and other types of office equipment; calls for service when necessary.
• Gathers and organizes data and prepares documents and reports for review as directed.
• Assists in assuring all safety and health standards are followed and respond to safety issues within the facility in a timely manner; ensures security by locking/unlocking cabinets and/or doors in accordance with instructions.
• Maintains confidentiality clients, families, and operations of the agency.
• Manages the room reservation book and maintains the daily announcement board.
• Produces and maintains a telephone directory for departments supported.
• Records accurate phone messages, including name, time of call, nature of the business, and person called upon.
• Checks Agency/program voice mail throughout the day and answers or directs messages to appropriate personnel.
• Maintains a general reception area and personal work area to ensure a clean and professional business appearance.
• Coordinates program and employee engagement events.
• Develops and maintains administrative and clerical skills through seminars, workshops, or other forms of training/education.
• Attends all required staff training sessions in accordance with Phoenix House and state licensing requirements and completes all training on time.
• Attends and participates in program and all staff meetings.
• Adheres to and promotes the Phoenix House Mission, Vision, and Values while acting as a role model for others.
• Other duties as assigned.

EDUCATION/EXPERIENCE/CREDENTIALS

• High School diploma or equivalent required.
• Prior administrative experience preferred.
• Must maintain a valid credential (if required for your position) during your employment.
• Must obtain TB test clearance and update on a yearly basis.

KNOWLEDGE, SKILLS, AND ABILITIES

• Demonstrated commitment and adherence to Phoenix House Mission, Vision, and Values: I CARE For– Integrity, Collaboration Appreciation, Respect, Excellence, and Forward-Thinking.
• Proficiency in MS Office systems.
• Understanding of telephone/switchboard operations.
• Ability to utilize an electronic healthcare record.
• Establish and maintain effective working relationships with others.
• Communicate effectively with others both orally and in writing.
• Ability to work effectively in a fast-paced changing environment.
• Ability to establish and consistently enforce appropriate boundaries with patients.
• Ability to model positive behavior and demeanor.
• Excellent time management and organizational skills.
• Ability to be flexible, problem solver, self-directed, customer service-oriented, and collaborative.
• Skills and ability to engage and develop a rapport with patients and families of various backgrounds.

Mental Demands

Ability to actively engage with clients in a substance abuse and mental health treatment environment. Stress tolerance; working in rural and/or urban environments, participating in client treatment outcomes. Memory and learning; ability to maintain in a constantly changing environment. Emotional intelligence; includes crisis intervention. Work environment: travel may be required (varies by location), in-office work.

Physical Demands

Ability to lift and move object as much as 25 pounds with or without assistance, can require extended periods of sitting, standing, walking, or being on your feet especially in the clinical and residential settings. May need to participate in outdoor or recreational activities with clients. Occasional repetitive tasks. Ability to conduct First Aid and CPR in the event of an emergency. Required to undergo regular health screenings such as but not limited to TB test, Covid testing, vaccinations, etc.

Equal Opportunity Employer
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