Program Assistant - 10051 - Mon - Fri 9AM -5PM

Make an Impact.

At WellLife Network, every role plays a vital part in empowering people to live their best lives. As part of one of New York’s largest nonprofit health and human services organizations, you’ll join a team dedicated to compassion, inclusion, and excellence — helping individuals and families thrive every day.

Position Summary

The Office Manager is responsible for coordinating and overseeing all non-clinical operations of the ACT program. This role provides administrative support, manages communication between staff and clients, maintains program records and financial tracking, and ensures efficient day-to-day office operations.

Essential Responsibilities

• Manage administrative operations, including phone coverage, correspondence, and coordination of communication between staff, clients, families, and external agencies.
• Maintain accurate records in the EHR, including admissions, discharges, insurance information, and client data.
• Compile monthly billing and track program documentation, including identifying missing progress notes.
• Schedule appointments, coordinate transportation requests, and support on-call scheduling as needed.
• Prepare and track requests for medical records and authorizations.
• Assist with data collection and generate routine reports to support program operations.
• Maintain organized electronic and physical filing systems, ensuring confidentiality and compliance with regulations.
• Manage petty cash and service funds, ensuring accurate documentation and reconciliation of all transactions.
• Support nursing staff with prior authorizations and administrative needs.
• Monitor office supply inventory and coordinate purchasing and requisitions.
• Process incoming and outgoing mail, maintain distribution logs, and prioritize time-sensitive materials.
• Attend meetings, record and distribute minutes, and support general office coordination.
• Maintain accurate data entry and reporting within systems such as Vello Health.
• Ensure the office environment is safe, organized, and compliant with agency standards.
• Follow program protocols, including incident reporting and crisis procedures.
• Participate in required trainings, including OMH-approved ACT orientations.
• Maintain strict confidentiality and professionalism at all times.
• Perform additional administrative duties as assigned.
  
  

What You’ll Gain

• Compensation: Competitive hourly rate based on experience.
• Robust Benefits: Medical, dental, vision, and 401k retirement plan (with matching).
• Work-Life Balance: Paid time off, holidays, and personal days.
• Wellness Program: Free and low-cost gym and wellness access and support.
• Training & Growth: Ongoing professional development and career advancement opportunities.
• Meaningful Work: Direct impact on the lives of youth and their families.
• Supportive Environment: A collaborative team that values your contributions
  
  

Qualifications

• H.S. Diploma or GED, demonstrated ability to type 40 wpm accurately, and a working knowledge of computers, Microsoft Office Programs (Word, Excel, Powerpoint, Outlook, etc), Internet Explorer and general office equipment (e.g., fax, copier, PC, printer, telephone systems).
• Basic arithmetic skills.
• Exhibits good oral, written, and interpersonal skills. Must have people and problem solving skills to assist and support clients with severe and persistent mental illnesses and their families.
• The position requires solid organizational skill and ability to make contacts and establish relationships to get information necessary for the program to function within the larger system.