Program Assistant - Broome

Children's Home of Wyoming Conference; City of Binghamton (NY); On-site; USD 30,000 - 34,000; Full time

Benefits offered by this job

Student Loan Reimbursement

Employee Assistance Program

Employee Discounts

Professional Development

Job summary

Children's Home of Wyoming Conference is seeking an Administrative Assistant for the Critical Time Transition Program (CTTP). The role includes administrative and clerical support, data entry in the EHR and OMH databases, scheduling appointments, and coordination with youth, families, hospitals, and partners.

Responsibilities include maintaining accurate records, generating program reports, handling communications, and ensuring timely documentation and compliance with regulatory requirements.

Qualifications

• High School Diploma or GED required; college degree preferred.
• Experience with healthcare/human services settings is desired.
• Proficient in Microsoft Office; familiarity with EHR/OMH databases preferred.

Responsibilities

• Assist with scheduling intake appointments and care coordination meetings.
• Enter and maintain client demographics, referrals, and service documentation in the EHR.
• Handle referrals routing and ensure timely data entry and reporting in OMH databases.
• Generate reports from EHR/state databases to support operations and audits.
• Provide general administrative support to the CTTP team.
• Coordinate calendars, prepare meeting materials, and manage communications.

Skills

Scheduling

EHR data entry

Record-keeping

Communication

Office administration

Education

High School Diploma / GED

Associate's or Bachelor's degree (preferred)

Tools

Microsoft Office

EHR systems

OMH databases

Job description

Serving with Compassion, Creativity, and Consistency.

$22-25 an hour

Work Location: On-site, in person

Position Summary:

The Administrative Assistant provides administrative and clerical support to the Critical Time Transition Program (CTTP) to ensure the efficient operation of the program. This position supports the CTTP team by assisting with communication, scheduling, documentation, record keeping, and other administrative functions involving youth, families, hospitals, and community partners. The Administrative Assistant is responsible for maintaining accurate records, utilizing the agency's electronic health record (EHR), New York State Office of Mental Health (OMH) databases, and supporting the CTTP team in delivering high-quality, timely services.

Responsibilities:

• Assist with scheduling intake appointments, assessments, care coordination meetings, and other program-related appointments.
• Utilize the agency's electronic health record (EHR) to enter, maintain, and update client demographic information, referrals, appointments, service documentation, and other required program information.
• Utilize and maintain required New York State Office of Mental Health (OMH) databases and reporting systems to ensure accurate and timely data entry and reporting in accordance with agency, Medicaid, and regulatory requirements.
• Receive, track, and route referrals to appropriate staff in a timely manner.
• Monitor the EHR and OMH-required databases to ensure documentation is complete, accurate, and submitted within required timeframes; notify staff of outstanding documentation as needed.
• Generate reports from the EHR and state databases to support program operations, quality improvement initiatives, audits, and regulatory reporting.
• Provide administrative and clerical support to the CTTP team.
• Respond to and appropriately route incoming phone calls, emails, and other communications from youth, families, hospital, and community partners, ensuring timely follow-up by staff.
• Coordinate calendars and meeting logistics for staff, including preparing meeting materials and maintaining schedules.
• Prepare, edit, and distribute correspondence, forms, letters, reports, and other program documents.
• Order and maintain office supplies and assist with general office operations.
• Collaborate with CTTP staff and community partners to support coordinated service delivery.

Requirements

Education:

• High School Diploma / GED required
• Associate's or Bachelor's degree preferred

Experience:

• Knowledge of OMH, OCFS, and/or mental health terminology strongly preferred
• Office or administrative experience, preferably in healthcare or human services settings required
• Proficiency in Microsoft Office and computer applications; experience with electronic health record (EHR) and OMH-required databases strongly preferred
• Strong organizational, communication, and record-keeping skills required
• Able to assume responsibilities without supervision, exercise initiative, maintain strict confidentiality and portray a professional image required
• Driver's License and ability to maintain insurability throughout employment required

Benefits available to all staff:

• Student Loan and Tuition Reimbursement
• Employee Assistance Program
• Employee Discounts at the Southern Tier Community Center
• Opportunities for Professional Development

Full Time Benefits:

• Agency-Paid CEUs, License Prep Course, and License Exam
• 403(b) with 6% employer contribution
• PTO plus 9 paid holidays
• Childcare Reimbursement
• Health, Dental, and Vision Insurance (with HSA/FSA Accounts)
• Life Insurance

EEO Statement: Children's Home is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We provide equal employment opportunities to all individuals regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other legally protected characteristics.