Program Assistant

About Us

At Northwest Passage, we focus on mental health and wellness through the adoption of our PassageWay Elements: Nature, Recreation, Relaxation, Nutrition, Exercise, Relationships, Service, and Spirit. These elements are central to our approach, combining traditional mental health treatment with arts, education, nature-based therapy, and experiential opportunities. Since 1978, we've been dedicated to providing high-quality care in a community dedicated in hope, recovery, and wellness. Our facilities in Northwest Wisconsin offer a peaceful environment for our clients and staff, with easy access to activities and resources near Minneapolis, St. Paul, Duluth, and Eau Claire.
 
 Northwest Passage proudly serves individuals from diverse backgrounds, cultures, and experiences, and we are committed to providing an environment where all feel welcomed and supported. Northwest Passage looks to build our team with candidates who are dedicated to providing exceptional care and support to all of our clients, demonstrating resilience, determination, collaboration, teamwork, and a strong work ethic. At Northwest Passage, you will foster hope through your involvement in the healing process. Guided by the PassageWay Elements, we strive to create a positive environment for growth and wellness for both our clients and staff.

Position Description

The Program Assistant provides high-quality support to the Northwest Passage program. The role involves communication with both program staff and external stakeholders, as well as coordination of staff scheduling, and assisting with general office operations. The Program Assistant works collaboratively with others to ensure smooth day-to-day functioning while contributing to both recurring and special projects.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Answer and direct incoming phone calls.
• Greet and assist visitors, ensuring a welcoming and organized front office environment.
• Oversee staff scheduling, in collaboration with program supervisors.
• Maintain and update spreadsheets as needed to assist with tracking data over time.
• Assist with client record management, including requesting, scanning, and filing documentation.
• Prioritize and manage large volumes of information, calls, and administrative tasks.
• Work independently and within a team on both ongoing and one-time projects.

Qualifications

• High school diploma or equivalent
• Previous experience in an office or administrative setting preferred
• Familiarity with office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize effectively
• Attention to detail and strong problem-solving skills
• Ability to communicate effectively in both oral and written formats
• Strong organizational and planning skills
• Ability to handle confidential information with professionalism, discretion, and sound judgment
• Ability to work independently and with a team

Values

In addition to responsibilities and qualifications, ideal candidates will show an understanding of and an ongoing dedication to actively applying Northwest Passage's values, which are embedded into each role:

• Quality & Adaptability
• Respect & Compassion
• Leadership & Courage
• Connection & Well-being

Physical Demands / Work Environment 

• Work in an office setting.
• Communicate with others.

The physical demands and/or work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job description is only a summary of the typical functions of the job; it is not to be considered an exhaustive or comprehensive list of all job responsibilities, tasks, and duties.  Responsibilities, tasks, and duties may differ from those outlined in this job description and other duties, as assigned, may be considered part of this job.

Northwest Passage is an equal employment opportunity employer.