Administrative Program Assistant

SAIL does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expressions, national origin, age, disability, veteran status, marital status, or based on an individual status in any group or class protected by applicable federal, state or local law.
SAIL welcomes and encourages applications from minorities, women, the disabled, protected veterans, and all other qualified applicants.
*Program Assistant Qualification and Competencies* * Two (2) to five (5) years’ medical office, reception, or secretarial experience.
* One (1) year experience preferred to be familiar with the psychiatric population.
* Demonstrates organizational and communication skills which would enable effective interaction with agency staff, consumers/clients/families, and the community.
* Ability to work independently and as part of a team * Attention to detail with emphasis on accuracy and quality.
* Relays information to a multi-disciplinary mobile team * Strong organizational abilities.
* Critical thinking and sound judgment skills are necessary.
* Working knowledge of computer and office equipment including Microsoft Office, Word, and Excel, in order to support the program’s administrative needs.
*Program Assistant General Description* Responsible for providing office-based support such as, secretarial task, administrative support, and reception activities for the ACT program.
Ensures the coordination of information is shared between internal team member, ACT recipients and/or outside providers as needed in a confidential and HIPAA compliant manner.
*Program Assistant Duties and Responsibilities* * Manages front desk responsibilities including assisting and greeting in-person visitors or callers with a friendly and positive tone.
* Answers heavy incoming calls, confirms recipient appointments and directs voicemails or messages from recipients, family members, or external entities.
* Provides a safe, and welcoming tone for team interaction and sets the stage for engagement.
* Provide administrative support with ability to triage and prioritize contacts confidentially, while ensuring necessary information reaches team members by serving as a liaison between participants and providers.
* Communicates and provides updates of any crisis, issues, or concerns, and documents messages to be followed up by internal team members via the internal messaging system.
* Reinforces inclusivity by promoting culturally sensitive language.
* Fosters hope and encourages collaboration by engaging in discussions and activities.
* Provides ACT team members with resources or assistance to ensure recipients are appropriately supported.
* Stays up to date on team needs.
* Manages and files all correspondence and documentation for the ACT program, including medical records such as face sheets, consents, collaterals, notes, or purchases related to the participant as per SAIL’s policies and Procedures.
* Creates new files and folders as needed.
* Act as a primary point of contact by sharing, handling, and delivering sensitive and/or confidential documents and information.
* Maintains receipts and financial records for Service Dollar expenses and/or program expenditures.
* Conducts reviews of uninterrupted services and communicates with Managed Care Organizations by verifying eligibility and/or coverage.
* Tracks authorizations for billing; monitors completion of utilization management and concurrent review tools.
* Maintains team logs of recipient’s interactions and communications.
* Attends and assists with note taking in daily team meetings.
* Works collaboratively with the team leader, mental health professionals, social workers, psychiatrist, nurses, and peers in the requirements of all job duties.
* Creates and fosters inclusive and diverse external partnerships to support the ACT principles that outline the ACT model.
* Actively participates in the daily communication log.
* Updates all master forms, maintains forms drawers and binders, and creates new forms as needed.
* Orders, distributes, tracks, and maintains office supplies and inventory.
* Completes training modules in the Center for Practice Innovation’s Learning Management System (CPI) for ACT Core trainings and demonstrates basic core competencies in specific areas of practice as outlines in the NYSOMH ACT Guidelines and SAILs online mandatory training modules.
* Maintains transcripts and status of required training for all members of the team * Performs other reception/secretarial functions, as necessary.
* Liaison with internal and external entities.
* Submits all required documentation and reports by due dates according to SAILs Policies and Procedures.
* Ensures that inter and intra-agency communication takes place.
* Completes heavy workload and all required documentation within established timeframes.
* Participants in supervision with Team Leader and/or Program Director as requested.
* Accepts and follows through on any other task or duty as assigned or required.
Job Type: Full-time Pay: $21.
55 per hour Expected hours: 37.
5 per week Benefits: * 401(k) * Dental insurance * Employee assistance program * Health insurance * Life insurance * Paid time off * Parental leave * Tuition reimbursement * Vision insurance Schedule: * 8 hour shift * Monday to Friday Supplemental pay types: * Bonus opportunities * Signing bonus People with a criminal record are encouraged to apply Education: * High school or equivalent (Required) License/Certification: * Driver's License (Preferred) Work Location: In person