Summary/Objective:

The Program Assistant – Adirondack Youth Lodge provides administrative and operational support to ensure the efficient functioning of the Children’s Community Residence (CCR) program. This role supports program leadership by managing administrative workflows, coordinating referrals, tracking documentation requirements, and assisting with scheduling and operational logistics.

The Program Assistant plays a key role in maintaining organization within the program and ensuring that staff, youth records, and operational tasks are coordinated effectively. This position supports compliance with agency policies and applicable New York State regulations governing residential programs serving youth.

Essential Functions (Job Duties):

Administrative Coordination

• Provides administrative support to the Associate Director and program leadership.
• Maintains organized records and documentation related to program operations.
• Tracks required documentation deadlines and assists staff in maintaining compliance with agency documentation standards.
• Supports preparation of materials for internal meetings, regulatory reviews, and audits.
• Maintains accurate program files and electronic records.

Referral and Admission Coordination

• Tracks incoming referrals to the Adirondack Youth Lodge program.
• Maintains referral logs and assists in coordinating referral documentation and screening materials.
• Communicates with referral sources, county SPOA partners, and families regarding referral status when directed by program leadership.
• Assists in coordinating admission logistics and maintaining required documentation related to admissions.
• CCR programs must maintain clear processes for referral review and admission determination in accordance with program criteria.

Scheduling and Staffing Support

• Assists with maintaining staff schedules and coordinating coverage needs when directed by program leadership.
• Tracks staff training requirements and assists with scheduling mandatory trainings.
  Supports onboarding logistics for new staff including paperwork coordination and orientation scheduling.
• Maintains updated contact lists and scheduling calendars for the program.

Operational and Financial Support

• Processes purchasing requests and purchase orders in accordance with agency policies.
• Tracks program supplies and coordinates ordering of necessary materials.
• Assists with tracking program expenses and administrative documentation related to program operations.
• Coordinates with internal departments such as finance, human resources, and facilities as needed.

Documentation and Program Support

• Assists in monitoring completion of required documentation within the electronic health record system.
• Tracks documentation timelines and alerts program leadership when documentation is overdue or missing.
• Supports preparation of reports, program data summaries, and administrative reports.
• Maintains logs related to incidents, admissions, and program activities as directed.

Communication and Coordination

• Serves as an administrative point of contact for internal partners.
• Coordinates meetings for the program including multidisciplinary meetings and staff meetings.
• Maintains communication with internal departments and external partners when directed by program leadership.
• Supports outreach activities and coordination with referral partners when requested.
• Ensures required documentation supporting eligibility, placement, and services is completed and available to support reimbursement and compliance.

Supervisory Responsibilities:

N/A

Competencies:

• Strong organizational and administrative skills
• Attention to detail and accuracy
• Ability to manage multiple tasks and priorities
• Strong written and verbal communication skills
• Ability to maintain confidentiality and professional boundaries
• Collaboration and teamwork
• Problem-solving and initiative

Physical Demands:

Lifting Requirements:

Physical Demands:

Definitions:

Required Education and Experience:

• Associate’s Degree in Business Administration, Human Services, or related field preferred.
• High school diploma or equivalent required.
• Two or more years of administrative experience preferred.
• Experience working in behavioral health, human services, or residential programs preferred.
• Proficiency in Microsoft Office and electronic record systems preferred.

Additional Requirements:

1. N/A

Position Type/Expected Hours of Work

Please reference your current offer letter for specific details.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities, and activities may change at any time with or without notice.

Employees are required to maintain training, licenses, and certifications per regulatory and agency requirements.

Hours and schedules may vary depending on Company need and workload.  Employees will be given as much advance notice as possible when such changes occur.

Employment at Citizen Advocates is “at will”.  You are free to resign at any time and for any reason sufficient to you, just as Citizen Advocates is free to terminate your employment at any time and for any reason.  We do not guarantee continued or permanent employment.

Citizen Advocates is an Equal Employments Opportunity/Affirmative Action Employer and provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state, and local laws.

Salary : $16 - $20