Program Administrator

POSITION SUMMARY

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