Program Assistant

Thom Child & Family Services; Waltham (MA); On-site; USD 25,789,000 - 34,385,000; Part time

Benefits offered by this job

Flexible schedules

Health Insurance and Wellness Benefits

Sick time

403(b) with employer matching

Professional development trainings

Paid professional license renewal fees

Clinical supervision and mentoring

Job summary

Thom Child & Family Services in Waltham, MA is seeking a Program Assistant II to support the office team and assist with referrals, scheduling, data entry, and record management. The role emphasizes confidentiality and FERPA compliance, with responsibilities spanning phone inquiries, referrals, calendars, database maintenance, and coordination with clinical staff.

This part-time salaried position offers 20-24 hours per week, flexible schedules, and benefits including health insurance, 403(b)

Qualifications

• 2+ years of related experience in an office setting.
• High School Diploma or Associate.
• Proficiency with Microsoft Outlook, Word, and Excel.
• Excellent communication skills and ability to work with various personalities.
• Must be able to handle multiple tasks concurrently, adapt to change and prioritize duties.
• Strong organizational skills and excellent attention to detail.
• Ability to handle confidential and sensitive information.

Responsibilities

• Answer program phoneline and handle inquiries and direct calls as needed, manage voicemail and text messages.
• Process referrals, schedule intake and assessment dates, notify teams, collect and process data, and send information to parents.
• Maintain Assessment and Intake Calendars and update team schedules when needed.
• Maintain ThomConnect and Access Database: enter all new clients, close client files when discharged and update relevant information as needed.
• Update Staff Phone/Address Lists and assist with coverage requests for assessment teams.
• Assist with Immunization and other medical record requests from pediatricians/referral sources.
• File external records to electronic client records.
• Close records: move electronic record, enter closing date in Access database, cancel transportation if applicable.
• Group tasks: process group forms, update database, and assist with setup/cleanup.
• Assist with Transportation for Groups: process transportation requests and delete unneeded requests, maintain transportation spreadsheet.
• Office Maintenance: handle mail, restock supplies, maintain office areas.

Skills

Excellent communication

Multitasking

Strong organizational skills

Education

High School Diploma or Associate

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Program Assistant

Thom Child And Family Services Waltham, Massachusetts, United States

About this position

Are you looking for a rewarding opportunity working with the pediatric population (children birth to 3 years)? Are you passionate about making a difference in the lives of families? Thom Child & Family Services located in Waltham, MA is seeking a Program Assistant to join their team.

We are looking for a salaried part-time 20 - 24 hours per week.

Thom Child & Family Services offers competitive salaries and a comprehensive benefits package including, but not limited to:

• Flexible Schedules: Part time 20-24 hours per week
• Health Insurance, including Fitness Benefits and Wellness Incentive Program.
• Sick time
• 403(b) with employer matching
• Professional Development Trainings
• Paid professional license renewal fees
• Clinical supervision, mentoring, and team support

Job Summary

The Program Assistant II works under the general direction of the Program Director while responsibilities are carried out under the direct oversight and supervision of the Office Manager. The Program Assistant II will work cooperatively with the office team, including Program Assistant I, to ensure efficient and pleasant office administrative support, and provide coverage for the Program Assistant I’s duties in their absence. The Assistant is expected to act professionally and in a manner consistent with the Early Intervention values of resiliency, professionalism and excellence. The Assistant will comply with Thom’s policies and procedures relevant to the work of the office team including those relating to corporate and FERPA regulations. The Assistant must be able to work independently and be able to multi-task and reprioritize as needed.

Specific Responsibilities

Duties include, but are not limited to, the following:

• Answer program phoneline and handle inquiries and direct calls as needed, manage voicemail and text messages.
• Process Referrals, schedule intake and assessment dates. Notify teams, collect and process data, and send information to parents. Communicate with referrals unable to be reached via telephone and document accordingly. Work with Office Manager and Program Assistant I concerning re-referrals and Transfers. Work with Social Work Supervisor regarding DCF referrals.
• Maintain Assessment and Intake Calendars. Work in conjunction with Director to update team schedules when needed. Keep an active waitlist when applicable.
• Maintain ThomConnect and Access Database: Enter all new clients, close client files when discharged and update relevant information as needed.
• Check program’s CREI email account regularly. Distribute relevant emails to Office Manager and Director when applicable.
• Update Staff Phone/Address Lists.
• Assist with coverage requests for assessment teams and groups.
• Assist with Immunization and other medical record requests from pediatricians/referral sources.
• File external records to electronic client records.
• Close records: move electronic record, enter closing date in Access database, cancel transportation if applicable.
• Group tasks: Process Group forms, request Immunization records from pediatrician as needed, update database. Assist with setup and clean up when needed.
• Assist with Transportation for Groups: Process new transportation requests and delete unneeded requests via HICS and MART. Communicate with transportation companies when needed. Maintain client transportation spreadsheet. Administer MART customer survey when directed. Process PT-1 form for all Masshealth subscribers.
• Office Maintenance: Empty dishwasher, process outgoing and incoming postal mail, create labels, empty shredder, check fax machine daily, refill copy paper, restock office supplies, maintain organization of office areas and record rooms, and any other duties assigned by Director and Office Manager.

Qualifications

• 2+ years of related experience in an office setting required.
• High School Diploma or Associate.
• Proficiency with Microsoft Outlook, Word, and Excel.
• Excellent communication skills and ability to work well with various personalities in a positive, professional manner.
• Must be able to handle multiple tasks concurrently, adapt to change and prioritize duties.
• Strong organizational skills and excellent attention to detail.
• Ability to handle confidential and sensitive information.

Thom Child and Family Services is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability, veteran status, familial status, domestic violence status, or any other status protected by law.