Program Assistant - Front Door Diversion

TRILOGY BEHAVIORAL HEALTHCARE; Chicago (IL); On-site; USD 38,000 - 48,000; Full time

Benefits offered by this job

Free virtual health services

Paid Maternity/Paternity leave

BCBS IL Medical Insurance

Vision Insurance

Life Insurance

Disability Insurance

Pet Insurance

FSA

EAP

403(b) Retirement Plan with Employer](

Job summary

TRILOGY BEHAVIORAL HEALTHCARE is seeking a Program Assistant to provide administrative support for the Front Door Diversion Program (FDD). The role includes coordinating communications between clinical staff, administration, and external partners to ensure compliance.

Responsibilities include managing attendance, tracking forms, coordinating with Housing and IT, and supporting staff with scheduling, documentation, and client tracking across the agency.

Qualifications

• Thorough knowledge of Microsoft applications (Outlook, Teams, Word, Excel, etc.), report generation, and database management tools.
• Excellent customer service and organization skills.
• Ability to be flexible and adaptable in a variety of situations.

Responsibilities

• Provide support to program leadership with team operations; attend team meetings and maintain contact lists.
• Manage transition fund and client assistance purchasing and tracking for all FDD clients.
• Support administrative functions of teams; supply management, mail distribution, petty cash, and coordinating with other departments.
• Monitor staff data entry and compliance in CareLogic.
• Provide on-site support to employees and coverage to reception/open access as needed.
• Ensure client documentation is received and scanned into appropriate systems.
• Assist with recognition announcements and planning of employee appreciation activities.

Skills

Microsoft Office

Report generation

Database management

Customer service

Organization

Education

GED or High School Diploma

Associate’s or Bachelor’s degree

Job description

Office Location: 1607 W Howard St. Chicago IL 60626 or 8541 S State St. Chicago IL 60619

Job Summary

The Program Assistant will provide administrative and clerical support to the Front Door Diversion Program (FDD) at Trilogy, which supports individuals diverting from psychiatric hospitalization into community-based placements. They will manage systems of communication and documentation between the clinical staff, administrative roles, and external stakeholders to ensure compliance.

• Provide support to program leadership with team operations; i.e. attendance at team meetings, maintenance of contact lists, completion of tracking forms and logs, etc.
• Manage transition fund and client assistance purchasing and tracking for all FDD clients across the agency.
• Manage the temporary unit turnover process in partnership with the Housing Department.
• Support with administrative functions of teams; i.e. supply management, mail distribution, petty cash, food orders, etc. Coordinate assistance from other departments to address team needs, i.e. Maintenance, Information Technology, etc.
• Monitor staff data entry and compliance in CareLogic.
• Provide on-site support to employees and coverage to reception/open access as needed
• Ensure client documentation is received and scanned into appropriate systems.
• Actively participate in daily group chats with assigned teams to support in navigating questions regarding schedule changes, medications, client contact information, etc.
• Assign due dates to employees regarding IM+CANs and LOCUS completion
• Support clinical staff with linkage to Statewide Referral network for clients, and support ongoing efforts to transition clients towards alternative permanent housing pathways.
• Support teams in tracking client medical appointments and ensuring that clients are following up with providers i.e. psychiatry, primary care, and specialists
• Complete tracking forms i.e. housing instance tracking forms, emergency room tracking, etc. for teams supported
• Assist with recognition announcements and planning of employee appreciation activities
• Represent Trilogy in a positive and professional manner; and communicate effectively and appropriately to others about potential organizational issues.
• Perform other related duties and/or projects and participate in committees/workgroups as assigned

Qualifications

• Must have one of the following:
  • GED or High School Diploma
  • Associate’s or Bachelor’s degree in any field
• Demonstrated work experience in an administrative, clerical, or site management position
• Thorough knowledge of Microsoft applications (Outlook, Teams, Word, Excel, etc.), report generation, and database management tools
• Excellent customer service and organization skills
• Ability to be flexible and adaptable in a variety of situations
• FREE Virtual Primary Care, Urgent Care, and Mental Health Counseling for ALL Employees
• PAID Maternity/Paternity leave
• Medical Insurance (BCBS of IL)
• Vision Insurance
• Life Insurance
• Long-Term & Short-Term Disability
• Pet Insurance
• FSA (Health, Dependent Care, Transit)
• EAP
• 403(b) Retirement Plan with Employer Match

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.