Program Assistant

Phoenix Houses of California; Santa Ana (CA); On-site; USD 40,000 - 55,000; Full time

Job summary

Phoenix House of California is seeking a Program Assistant to welcome visitors, screen visit purposes, and route callers to the right staff. The role supports the program with clerical tasks, intake coordination, and scheduling while ensuring a professional front desk experience.

The ideal candidate has a high school diploma, strong MS Office skills, and the ability to communicate clearly in English; Spanish bilingual is preferred.

Qualifications

• High School diploma or equivalent required.
• Prior administrative experience preferred.
• Must obtain TB test clearance and update on a yearly basis.

Responsibilities

• Provides reception services to greet visitors and direct them to the appropriate staff.
• Coordinates intake calls and schedules clinical appointments.
• Operates telephone console and routes calls as needed.
• Maintains office supplies and ensures desk coverage.
• Keeps a clean and professional reception area and supports clerical tasks.

Skills

MS Office

Telephone operations

Electronic health record

Communication skills

Time management

Organizational skills

Flexibility

Problem solving

Customer service

Bilingual Spanish

Education

High School diploma or equivalent

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.
• Bilingual in Spanish preferred.

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.