Program Assistant - Front Door Diversion

Trilogy; Chicago (IL); On-site; USD 29,000 - 34,000; Full time

Benefits offered by this job

FREE Virtual Primary Care, Urgent Care

Mental Health Counseling for ALL EMPLO

Medical Insurance (BCBS of IL)

Dental Insurance

Vision Insurance

Life Insurance

Long-Term & Short-Term Disability

Pet Insurance

FSA (Health, Dependent Care, Transit)

Telemedicine

EAP

403(b) Retirement Plan with Employer

Job summary

Trilogy is seeking a Program Assistant to provide administrative and clerical support to the Front Door Diversion Program (FDD) in Chicago. You will coordinate communications between clinical staff, administration, and external partners to ensure compliance and smooth operations.

The role supports scheduling from Monday to Friday, 8am to 4:30pm, with office options at 1607 W Howard St or 8541 S State St. Proficiency in Microsoft Office and strong organizational skills are essential as you manage

Qualifications

• GED or High School Diploma or higher required.
• Demonstrated work experience in an administrative, clerical, or site management position.
• Strong knowledge of Microsoft applications (Outlook, Teams, Word, Excel) and database tools.
• Excellent customer service and organizational skills.
• Flexibility and adaptability in various situations.

Responsibilities

• Provide admin and clerical support to Front Door Diversion Program (FDD).
• Coordinate attendance, contact lists, tracking forms and logs for team operations.
• Manage transition fund and client assistance purchasing and tracking for all FDD clients.
• Support administrative functions: supplies, mail, petty cash, and coordinating with Maintenance/IT.
• Monitor staff data entry and compliance in CareLogic.
• Provide on-site support and reception coverage as needed.
• Ensure client documentation is received and scanned into systems.
• Engage in daily team chats to navigate schedule changes, medications, and contacts.
• Assign due dates for IM+CANs and LOCUS completion.
• Support linkage to Statewide Referral network and housing pathways.
• Track client medical appointments and provider follow-ups.
• Complete tracking forms for housing, ER, etc. as needed.
• Assist with employee recognition and appreciation activities.
• Represent Trilogy professionally and communicate organizational issues clearly.
• Perform other duties and participate in committees/workgroups.

Skills

Administrative experience

Customer service

Organization skills

adaptability

Education

GED or High School Diploma

Associate's or Bachelor's degree

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft Teams

Report generation tools

Database management tools

Job description

Schedule: Monday - Friday, 8am - 4:30pm

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

Pay Range: $21.63 - $24.88/hr

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.

Essential Responsibilities

• 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

Benefits

• FREE Virtual Primary Care, Urgent Care, and Mental Health Counseling for ALL Employees
• PAID Maternity/Paternity leave
• Medical Insurance (BCBS of IL)
• Dental Insurance
• Vision Insurance
• Life Insurance
• Long-Term & Short-Term Disability
• Pet Insurance
• FSA (Health, Dependent Care, Transit)
• Telemedicine
• EAP
• 403(b) Retirement Plan with Employer Match