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Program Assistant

Program Assistant

New Vitae Wellness and RecoveryPhiladelphia, PA, US
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Administrative Support Position

Provides support to administration, staff and resident populations in the areas of clerical, personnel, equipment, activities and other areas as assigned.

Essential Duties And Responsibilities

  • Order supplies (applies to all programs)
  • Answer phones
  • Conduct new hire orientation
  • Copier / fax maintenance (applies to all programs)
  • Filing (applies to all programs)
  • Update policies (applies to all programs)
  • Meeting minutes (applies to all programs)
  • Release of Information (applies to New Vitae and Mount Trexler Manor programs)
  • Shipping and Mailing (applies to all programs)
  • Check and answer emails (applies to all programs)
  • Faxing / distributing paperwork (applies to all programs)
  • Chart Audits (HR, Client) (applies to all programs)
  • Update facility paperwork & Postings (applies to all programs)
  • Scheduling, coordinating transportation (applies to all programs)
  • Records retention (applies to all programs)
  • IT Liaison (applies to all programs)
  • TLC items (tissues, candy, etc) (applies to all programs)
  • Transports (applies to all programs)
  • Assist Leadership Team with paperwork and any other tasks (applies to all programs)
  • Facilitate / track trainings (applies to all programs)
  • Receive / greet guests (applies to all programs)
  • Generate facility memos (applies to all programs)
  • Facilitate corporate lunches (applies to all programs)
  • HR Liaison (applies to all programs)
  • Manages and supports shared calendars (court, activities & meetings)
  • Supports with ensuring trainings are scheduled and scheduling staff
  • Manages, organizes & supports activities and events
  • Provides support with admissions process and record uploading
  • Courtesy and respect with residents, colleagues, families, etc discretion, maintain training hours, any other miscellaneous requirements of the position (applies to all programs)

Additional Duties And Responsibilities

  • Completes and tracks a minimum of 12 hours of training annually, and all mandatory trainings assigned.
  • Attends monthly community / staff meeting and all other meetings, as assigned.
  • Maintains confidentiality of information related to the individuals served and employees.
  • Interacts in a respectful manner with individuals served, coworkers and visitors.
  • Creates and maintains activity schedules
  • Liaison with contractors and vendors needed for maintenance and building concerns
  • Maintains maintenance tracking forms and repairs.
  • Supports nursing with documentation scanning and records maintenance
  • Abided by all New Vitae Policies and Procedures
  • Abided by, supports and models the New Vitae Platform Statements (Mission, Vision, Core Values, Ethical Standards, and Service Model).
  • Abided by employee health and safety policies, including use of Standard Precautions and Infection Control procedures.
  • Other duties, as assigned that support overall functionality of programming

    • Knowledge

  • Working knowledge of Pennsylvania Department of Public Welfare regulations related to Adult Residential Care, as well as the department's Regulatory Compliance Guide (RCG), as related to this position.
  • Knowledge of the Philadelphia Department of Behavioral Health Practice Guidelines, as related to this position.
  • Certification in First Aid and CPR
  • Fluent in English and literate.

    • Skills

  • Time management skills to create, prioritize and complete a daily task list.
  • Keen observation skills.
  • Ability to communicate effectively, both verbally and in writing.

    • Abilities

  • Is reliable, responsible, and flexible.
  • Able to form effective working relationships with residents, families and allies of residents, coworkers, and staff representing external organizations.
  • Uses a teamwork style and cooperative posture in working with others.
  • Is self assured, with the emotional maturity to withstand the stresses of this position.
  • Demonstrates healthy interpersonal boundaries.

    • Qualifications

    Education : Bachelor's Degree Preferred. High school diploma, General Equivalency Diploma, or active status on the Pennsylvania Nurse Aide Registry.

    Maintain a valid Pennsylvania Driver's License

    Meet company standard for criminal history background check

    Working Conditions

    Physical Demands :

  • Able to sit, stand, and walk for periods of time
  • Able to lift up to 50 lbs.
  • Able to hear ordinary conversation and phone communications

    • Equipment Operation :

  • Able to operate common household equipment (e.g. vacuum, washing machine, dryer, etc.)
  • Able to operate common office equipment.
  • Ability to drive / transport individuals in own vehicle and / or company vehicle

    • Hazards of Position :

  • Physical / verbal aggression of residents
  • Exposure to household cleaning products and second-hand smoke
  • Slight risk of contact with blood-borne pathogens
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