Thom Child & Family Services is seeking a Program Assistant to join their Charles River Early Intervention program team located in Waltham, MA. The Program Assistant works under the general direction of the Program Director while responsibilities are carried out under the direct oversight of the Office Manager. The Program Assistant will work cooperatively with the Office Assistant and staff to ensure efficient and pleasant office administrative support and provide coverage for the Office Assistant’s duties in their absence. The Assistant is expected to act professionally and, in a manner, consistent with the Early Intervention values of resiliency, professionalism, and excellence. The Assistant will comply with Thom’s policies and procedures relevant to the work of administrative support staff including those relating to corporate and HIPAA regulations. The Assistant must be able to work independently and be able to multi-task and reprioritize as needed. This is a non-exempt part-time 24 to 32-hour in-office position.

This position is eligible for a $1000 sign-on Bonus!

POSITION RESPONSIBILITIES:

• Answer program phone line and handle inquiries and direct calls as needed and manage voicemail and text messages.
• Process Referrals: Schedule intake and assessment dates. Notify teams, process forms, and send information to parents. Send letters to referrals unable to be reached via telephone. Work with Office Manager and Director concerning re-referrals and transfers. Work with Social Work Supervisor regarding DCF referrals.
• Maintain the Outlook Assessment and Intake Calendars. Work in conjunction with the Director to update team schedules when needed. Keep an active wait list when applicable.
• Maintain Access Database: Enter all new clients, close client files when discharged, and update relevant information as needed.
• Check the program’s (CREI) email account regularly. Distribute relevant emails to the Office Manager and Director when applicable.
• Update Staff Phone/Address Lists.
• Manage coverage requests for assessment teams and groups, and regularly email staff for coverage requests.
• File electronic forms to electronic client records.
• Maintain closed records in back record rooms. Box up old records in order to create additional space for current closings as needed.
• Close records: move electronic records, enter the closing date in the Access database, and cancel transportation if applicable.
• Group tasks: Process Group forms, request Immunization records from pediatrician as needed, update database. Participate in some Child Groups, including setup and clean up.
• Oversee Transportation for Groups: Process new transportation requests and delete unneeded requests via HICS and MART. Communicate with transportation companies when needed including complaints after reviewing with appropriate staff. Maintain client transportation spreadsheet. Administer MART customer survey when directed. Process PT-1 form for all MassHealth subscribers.
• Office Maintenance: Empty dishwasher, process outgoing and incoming postal mail, create labels, create electronic records, empty shredder, check fax machine daily, refill copy paper, create diplomas and name tags for groups, and any other duties assigned by Director and Office Manager.

QUALIFICATIONS:

• 2+ years of related experience in an office setting required.
• High School Diploma or Associate.
• Bilingual a plus
• Proficiency with Microsoft Outlook, Word, and Excel.
• Excellent communication skills and ability to work well with various personalities in a positive, professional manner.
• Must be able to handle multiple tasks concurrently, adapt to change, and prioritize duties.
• Strong organizational skills and excellent attention to detail.
• Ability to handle confidential and sensitive information.

Thom Child & Family Services offers competitive salaries and a comprehensive benefits package including, but not limited to:

• Flexible Schedules: This is a part-time 24 to 32-hour in-office position.
• Health and Dental Insurance, including Fitness Benefits and Wellness Incentive Program.
• Generous vacation, personal, and sick/long-term illness time
• Paid holiday (10 paid holidays).
• 403(b) with employer matching.
• Section 125 flexible benefits plan (Medical and dependent care).
• Employer-sponsored Long-term disability insurance.
• Employer-sponsored Life Insurance.
• Employer-sponsored Accidental Death and Dismemberment Insurance.
• Other optional benefits:
  • Short-term Disability Insurance
  • Accident Insurance
  • Cancer Insurance
  • College Tuition Program

Please note that Thom Child & Family Services programs are following the COVID guidelines for healthcare providers outlined by the Massachusetts Department of Public Health.

NO PHONE CALLS OR RECRUITERS PLEASE

Thom Child and Family Services is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability, veteran status, familial status, domestic violence status, or any other status protected by law.