Salary: Starting $21.00 Hourly
Reporting to the Program Director, the Program Administrator is responsible for performing general administrative duties. In coordination with the other executive and/or administrative assistants, upholds the efficient functioning of the administrative office.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Supports preparation of correspondence, reports (textual and statistical) and other documents directed to government agencies or for internal use, including inputting and retrieving data from clinical/client databases as needed.
- Establishes and coordinates meeting schedules, makes appropriate arrangements, and takes weekly staff meeting minutes.
- Inventory, order, and maintain office supplies for the departments supported.
- Maintains petty cash; performs accounting function related to billing processes.
- Ensures monthly facility reports and quarterly reports are accurate and distributed on a timely basis to all appropriate agencies and departments.
- Attends and participate in (un) scheduled supervision meetings with assigned supervisor to discuss and review individualized development plans and pressing concerns, which can include workplace safety.
- Assisting with tracking and gathering employee credentials for employee files including current Driver's license, certification, TB test, and CPR by ensuring the Staff Roster is up to date.
- Participates in completing special projects and reports as assigned by program leadership when appropriate
- Attends all required staff training sessions in accordance with Phoenix House and state licensing requirements, completes all training on time
- Assisting program with recruitment needs (i.e. initial screening, booking interviews, candidate follow-up, etc.)
- Provides support and assist with office management functions for program leadership.
- Answers phones and takes messages when appropriate.
- Processes all outgoing and incoming mail.
- Manages paper flow of the assigned departments, including photocopying, faxes, filing, data input, and data integrity and manages document tracking systems.
- Sets up client files; oversees files to ensure compliance with reporting agencies.
- Develops and maintains efficient and effective filing systems.
- Ensures appropriate quantities of publicity materials are on hand and distributed.
- Coordinates program and employee engagement events.
- Manages archives for assigned departments.
- Responsible for dealing competently and courteously with external partners and customers (federal, state, agency and local governmental officials), Board Members, volunteers, prospects, donors, clients, and other Phoenix House staff.
- Develops positive workplace relationships in accordance with Phoenix House Policy and Procedures with staff and peers by offering appropriate support within a nurturing environment while maintaining a high level of professionalism.
- Adheres to the professional ethics and conduct of standards as established by professional licensure, the policies of Phoenix House, and legal, funding and regulatory requirements.
- 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
- Bachelor's degree preferred
- Three (3) to Five (5) years administrative experience preferred
- Must maintain a valid California Drivers' License, have proof of automobile insurance and maintain a safe driving record based on Phoenix House policy
KNOWLEDGE, SKILLS, AND ABILITIES
- Demonstrated commitment and adherence to Phoenix House Mission, Vision, and Values: I CARE For-Integrity, Collaboration Appreciation, Respect, Excellence, and Forward-Thinking
- Proficiency in MS Office systems
- 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
- Understanding of addiction, co-occurring models, and treatment modalities
- Understanding of patient development and family systems
- 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
- Bilingual in Spanish preferred
Job Location: Victorville, CA
Job Number: 649