Program Assistant - Chicago, United States - Trilogy Behavioral Healthcare

Trilogy Behavioral Healthcare
Trilogy Behavioral Healthcare
Verified Company
Chicago, United States

4 weeks ago

Mark Lane

Posted by:

Mark Lane

beBee recruiter
Description

Overview:
The Program Assistant will provide administrative and clerical support to Outreach programs in the office and virtually.

They will manage systems of communication and documentation between the clinical staff, grant tracking, and administrative needs which ensure compliance while maintaining a professional and efficient relationship with internal and external stakeholders.


Responsibilities:


  • Provide administrative and clerical support for grant funded programs and Outreach team(s); i.e. tracking information for grant reporting, documentation reminders, reporting of productivity numbers, handout of medication sheets, calendar maintenance, scanning client records to the chart, faxing, etc.
  • Provide support to Team Leaders and Program Managers with team operations and tracking to support grant deliverables; i.e. regular attendance at team meetings, maintenance of contact lists, completion of tracking forms and logs, etc.
  • Ability to understand the grant program outcomes and support with developing workflows to complete tracking in a timely and accurate manner
  • Ability to navigate grant database entry such as HMIS and other portals
  • Assist in retrieving and organizing updates and needed followup in daily team meetings;
  • Assist in managing team operations; i.e. supply management, mail distribution, petty cash, food orders, etc. Coordinate assistance from other departments to address team needs, i.e. Maintenance, Information Technology, etc.
  • Assist with medication reconciliation, maintenance of medication sheets, and update systems accordingly when medication changes are received. Assist with the controlled substance process, which includes signin/signout of medications per policy.
  • Provide onsite support to employees and coverage to Reception/open access as needed
  • Ensure client documentation is received and scanned into appropriate systems.
  • Assist with submissions of Illinois case registrations for clients
  • Actively participate in daily group chats with assigned teams to support in navigating questions regarding schedule changes, medications, client contact information, etc.
  • Support teams in tracking client medical appointments and ensuring that clients are following up with providers i.e. psychiatry, primary care, and specialists
  • Complete tracking forms i.e. housing forms, emergency room tracking, grant specific needs, etc. for teams supported
  • Assist with recognition announcements and planning of employee appreciation activities
  • Represent Trilogy in a positive and professional manner; and communicate effectively and appropriately to others about potential organizational issues.
  • Support with communication to funding bodies related to grant outcomes and reporting
  • Perform other related duties and/or projects and participate in committees/workgroups as assigned

Qualifications:

  • Demonstrated work experience in an administrative, clerical, or site management position
  • Excellent customer service and organization skills
  • Provide thorough communication to all teams, departments, and Supervisors
  • Ability to be flexible and adaptable in a variety of situations
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