Program Assistant

The pay for this position is $23-24 per hour. Starting with 4 weeks of paid time off (pro-rated) plus 12 sick days and 9 holidays per year! Position Purpose

The Program Assistant provides essential administrative, operational, and client support services to the HealthWorks ACT. This position is responsible for managing client records, coordinating staff and client schedules, performing front-desk functions, and assisting clinical staff with administrative and medically related support tasks.

Principal Responsibilities And Duties Client Services & Support

• Serve as the first point of contact for clients, families, community partners, and visitors.
• Greet clients and create a welcoming, respectful, and trauma-informed environment.
• Answer and direct incoming telephone calls, respond to inquiries, and route messages appropriately.
• Assist clients with appointment scheduling, check-in/check-out procedures, and completion of required forms.
• Support client engagement by maintaining positive, professional interactions and helping clients navigate program services.

Administrative Support

• Maintain accurate and confidential client records in accordance with organizational policies and regulatory requirements.
• Prepare, process, scan, and file client documentation and correspondence.
• Monitor and update electronic health records and databases.
• Coordinate staff calendars, client appointments, meetings, and program schedules.
• Prepare reports, spreadsheets, and other administrative documents as requested.
• Order and maintain office and program supplies.

Clinical & Medical Support

• Provide administrative support to clinical staff to support efficient service delivery.
• Assist with specimen collection processes, including urine screens or other approved collection procedures, as applicable and within scope of training.
• Support documentation and tracking of clinical and program-related information.
• Maintain inventory of necessary supplies.
• Support compliance with health, safety, confidentiality, and infection control procedures.

Team & Operational Support

• Collaborate with clinicians, case managers, prescribers, and other team members to support daily operations.
• Assist with workflow coordination and problem-solving to ensure smooth program functioning.
• Support special projects, audits, and quality improvement initiatives.
• Maintain professional relationships with clients, staff, community partners, and stakeholders.

Knowledge, Skills, And Abilities

• Strong organizational and time-management skills.
• Ability to balance multiple priorities in a fast-paced environment.
• Excellent interpersonal, customer service, and communication skills.
• Ability to establish positive working relationships with clients, staff, and community partners.
• Knowledge of electronic health records and office software applications.
• Ability to handle confidential information with discretion and professionalism.
• Strong attention to detail and accuracy.
• Ability to work independently while contributing effectively as part of a team.

Relationships

• Reports to Assistant Director, HealthWorks ACT
• Interacts closely with HealthWorks ACT staff and clients

Qualifications Education

• Associate degree in Business Administration, Health Sciences, Medical Assisting, Human Services, or a related field preferred.
• High school diploma or equivalent required.

Experience

• At least one year of experience in an administrative, medical office, behavioral health, or community health setting.
• Experience with client-facing customer service responsibilities required.
• Experience with specimen collection, medical assisting, healthcare support services, or similar medically focused duties preferred.
• Experience working with individuals affected by mental health, substance use, or co-occurring conditions preferred.

Physical Requirements

• Ability to sit, stand, and move throughout the workday.
• Ability to utilize standard office equipment and computer systems.
• Ability to assist with specimen collection and related procedures consistent with training and organizational policy.

Ability to occasionally lift up to 25 pounds.