Program Services Administrative Assistant

Durham Exchange Club Industries, Inc.; Durham (NC); On-site; USD 35,000 - 48,000; Full time

Job summary

Durham Exchange Club Industries, Inc. (DECI) seeks a Programs Services Administrative Assistant to support the Program Services Department with administrative tasks, documentation, and confidential client records.

You will coordinate service authorizations, manage records, and assist with reporting and communications to ensure high-quality service delivery. The role requires a proactive, tech‑savvy candidate who values confidentiality and is committed to supporting individuals in achieving

Qualifications

• Administrative and clerical support to Program Services staff.
• Coordinate service authorization requests and track documentation.
• Maintain organized, confidential electronic and paper client records.
• Verify Medicaid eligibility for clients.
• Assist with outcomes reporting, data compilation, and chart creation.
• Maintain confidentiality of all client and organizational information.
• Assist with CARF survey preparation and quality improvement planning.
• Support audits and documentation reviews.
• Produce quarterly newsletters highlighting client achievements and opportunities.
• Assist individuals served by DECI as needed.

Responsibilities

• Provide administrative and clerical support to the Program Services team.
• Collaborate with service coordinators, clients, and staff to ensure smooth daily operations.
• Record meeting minutes and maintain procedures and documentation.
• Assist with front desk switchboard as needed.
• Coordinate and track service authorization requests and required documentation.
• Enter authorizations into Intuition/Vertex systems accurately.
• Keep client records secure and compliant.
• Support data collection, reporting, and survey processes.
• Contribute to newsletters and communications projects.
• Support quality improvement and compliance activities.

Job description

Description

Make a Difference Every Day. Build a Career with Purpose.

Are you an organized, detail-oriented professional who thrives in a fast-paced environment and enjoys supporting a mission-driven team? DECI is seeking a Program Services Administrative Assistant to play a vital role in helping individuals achieve greater independence, employment success, and community inclusion.

In this position, you'll be at the heart of our Program Services team – providing administrative support, coordinating essential documentation and authorizations, maintaining confidential records, and helping ensure exceptional service delivery. If you are proactive, tech-savvy, and passionate about making a positive impact, we would love to hear from you!

Why Join DECI?

• Meaningful work that changes lives
• Collaborative and supportive team environment
• Opportunity to contribute to programs that empower individuals with disabilities
• Professional development and ongoing training opportunities
• Diverse responsibilities that keep every day engaging and rewarding

What You'll Do

As the Program Services Administrative Assistant, you will serve as a key resource for the Program Services Department by:

Administrative & Program Support

• Providing administrative and clerical support to Program Services staff.
• Working closely with service coordinators, clients, and DECI team members to ensure smooth daily operations.
• Taking meeting minutes and maintaining departmental procedures and documentation.
• Serving as a backup for the front switchboard as needed.

Client Services & Documentation

• Coordinating service authorization requests and tracking required documentation.
• Entering authorizations accurately and promptly into Intuition/Vertex systems.
• Maintaining organized, secure, and confidential electronic and paper client records.
• Ensuring ratings, standards documentation, and Department of Labor paperwork are completed and maintained in compliance with requirements.
• Verifying Medicaid eligibility for clients on a monthly basis.

Data Management & Reporting

• Maintaining up-to-date program service templates, lists, and records.
• Assisting with outcomes reporting, data compilation, and chart creation.
• Managing customer satisfaction, employer satisfaction, and visitor surveys.
• Supporting audit preparation and documentation reviews.

Communication & Engagement

• Producing DECI's quarterly newsletter, highlighting client achievements, employment success stories, and opportunities for competitive employment.
• Supporting communication initiatives that celebrate positive outcomes and organizational accomplishments.

Quality & Compliance

• Leading record-updating projects and electronic document management efforts.
• Assisting with CARF survey preparation, data organization, agenda development, and quality improvement planning.
• Maintaining strict confidentiality of all client and organizational information.

Additional Support

• Assisting individuals served by DECI as needed.
• Supporting special projects and other duties as assigned.

Join Our Mission

At DECI, every role contributes to helping individuals reach their goals and achieve greater independence. If you're looking for a rewarding administrative career where your work truly matters, we encourage you to apply today.

Be part of a team that is changing lives, creating opportunities, and building stronger communities - one person at a time.