Program Administrator (Part-time) (Santa Ana, CA)

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 and 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 and 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 and 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 credential (if required for your position) during your employment.
• Must obtain TB test clearance and update on a yearly basis.

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.
• 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 of various backgrounds.
• Bilingual in Spanish preferred.

Mental Demands

Ability to actively engage with clients in a substance abuse and mental health treatment environment. Stress tolerance; working in rural and/or urban environments, participating in client treatment outcomes. Memory and learning; ability to maintain in a constantly changing environment. Emotional intelligence; includes crisis intervention. Work environment: travel may be required (varies by location), in-office work.

Physical Demands

Ability to lift and move object as much as 25 pounds with or without assistance, can require extended periods of sitting, standing, walking, or being on your feet especially in the clinical setting. May need to participate in outdoor or recreational activities with clients. Occasional repetitive tasks. Ability to conduct First Aid and CPR in the event of an emergency. Required to undergo regular health screenings such as but not limited to TB test, Covid testing, vaccinations, etc.

Equal Opportunity Employer
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