Program Assistant (Full-time) (Santa Ana, CA)

Phoenix House California

Santa Ana (CA)

On-site

USD 30,000 - 40,000

Full time

14 days+

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Job summary

A health services provider in Santa Ana, CA is looking for a Program Assistant to manage reception duties and provide administrative support. The ideal candidate should have a High School diploma, proficiency in MS Office, and prior administrative experience. This full-time position requires effective communication skills and the ability to maintain professional relationships. Join us to support our mission in health services.

Qualifications

Prior administrative experience preferred.

Responsibilities

Receive visitors and clients, determining the nature of their visit.
Answer and transfer telephone calls providing general office support.
Maintain a clean and professional reception area.

Skills

Proficiency in MS Office systems

Understanding of telephone/switchboard operations

Ability to establish and maintain effective working relationships

Excellent time management and organizational skills

Bilingual in Spanish preferred

Education

High School diploma or equivalent

Job description

Join to apply for the Program Assistant (Full-time) (Santa Ana, CA) role at Phoenix House California

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Join to apply for the Program Assistant (Full-time) (Santa Ana, CA) role at Phoenix House California

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.
Manages the room reservation book and maintains the daily announcement board
Operates telephone console to receive incoming calls; provides information to caller or routes caller to appropriate staff ? places outgoing phone calls as needed.
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.
Ensures adequate coverage of the receptionist's desk throughout the business day.
Maintains a general reception area and personal work area to ensure a clean and professional business appearance.
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.
Develops and maintains administrative and clerical skills through seminars, workshops, or other forms of training/education.
Maintains confidentiality clients, families, and operations of the agency.
Attends all required staff training sessions in accordance with Phoenix House and state licensing requirements, 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

KNOWLEDGE, SKILLS, AND ABILITIES

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

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.
Manages the room reservation book and maintains the daily announcement board
Operates telephone console to receive incoming calls; provides information to caller or routes caller to appropriate staff ? places outgoing phone calls as needed.
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.
Ensures adequate coverage of the receptionist's desk throughout the business day.
Maintains a general reception area and personal work area to ensure a clean and professional business appearance.
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.
Develops and maintains administrative and clerical skills through seminars, workshops, or other forms of training/education.
Maintains confidentiality clients, families, and operations of the agency.
Attends all required staff training sessions in accordance with Phoenix House and state licensing requirements, 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

KNOWLEDGE, SKILLS, AND ABILITIES

Bilingual in Spanish preferred
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

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.

Seniority level