Program Assistant, Healthy Families

Headquarters- Towson Office | $13/hour | entry_level | part_time

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Program Assistant:

Abilities Network is looking for a Program Assistant to join our Healthy Families to support the program with maintaining accreditation through Healthy Families America by ensuring that all documentation of evidence-based home visiting services is entered into program databases. Provide general program support to ensure that the team is equipped to provide quality services to families.

What does this opportunity give me? 

  • Community outreach. Work with a diverse population.
  • Pride. Work for a company that is passionate about our mission and helping people find their path to independence.
  • A strong team and support system.
  • Impact. Make an immediate difference in someone’s life.
  • Exposure. Ability to partner with other programs and share your expertise.

What will I do at Abilities Network?

Data Management:

Under the direction of the Quality Assurance Manager, enter and maintain data via computer in required databases or in manual logs and reports. Review submitted documentation for completeness and work with the Family Service Mangers to address concerns prior to entering data. Ensure that all documentation is entered into databases on a daily bases. Develop and maintain processes to ensure accuracy of data entry. Work with the Quality Assurance Manager to complete Participant Follow-Ups for each family.  Close and store Participant Binders as families close out of services. Accurately track, monitor and file all documents as requested.

File home visiting documentation in participant binders after data entry is completed and update relevant tools tracking forms as needed.

Group Support:

Assist staff with preparation for family group events. Receive and compile information regarding family attendance. Arrange transportation and ensure that family contact information for the day of the event is on file. Communicate with vendors as needed. Purchase group items, obtain donations, order food and secure rental of community spaces as needed. Send thank you letters to donors, speakers and other supporters. Maintain records of group planning events. Attend groups to provide assistance as needed. Receive RSVPs for community breastfeeding support groups and communicate with group leaders to ensure that they know who will be attending.

Advisory Board Support:

Coordinate Healthy Families’ Advisory Board meetings. Schedule and coordinate arrangements for meetings. Mail invitations/flyers and reminder notices, place follow-up calls. Prepare agendas, handouts, training materials, necessary a/v equipment, and order food. Attend meeting to take minutes. Take/transcribe/distribute minutes within two weeks of meeting. Put meeting room back into standardized set up, and clean up meeting materials and food.

Management of Program Supplies:

Assume primary responsibility for maintaining home visiting supplies for staff. Inventory all program supplies (home visiting supplies, DVDs, curriculum, welcome bag supplies, brochures, etc.) on a quarterly basis to identify purchasing needs. Identify the most cost efficient options for replenishing inventory. Purchase and stock items. Work proactively to ensure that supplies are organized and do not run out. Maintain an appropriate supply and keep program forms up to date on a monthly basis. Assume primary responsibility for ensuring that storage spaces are organized and that supplies are easy to locate. On a monthly basis, work with staff to identify the number of open spaces in the program and assemble enough participant binders, family binders and welcome bags to ensure that there is one for every new family. On a monthly basis, identify the number of prenatal mothers enrolled in the program and ensure that there are enough welcome baby bags assembled for newborn. Maintain log of program equipment and complete an annual audit report for the Director.

General Program Support:

Perform a variety of administrative duties to support Healthy Families as assigned using word processing software to type correspondence, forms, reports, tables, labels and transparencies. Provide support with staff recruiting by completing reference checks. Proofread, edit, assemble and distribute reports and documents.  Schedule and coordinate general staff meeting space and task rotation. Support with purchasing food, setting up, and opening the door for trainings. Provide support with completing check request forms to ensure prompt payment of program invoices and bills. Make arrangements for per diems, hotel and travel reservations for staff attending trainings. Collect per diem receipts/return payments and submit them to the agency’s accounting department. Maintain program documentation for all expenses. Provide back-up support for outreaching families referred to the program for services. Contact medical providers to verify visits and receipt of immunizations as needed. Prepare monthly family supervision logs for Family Service Managers as needed.

Front Desk Support:

Provide coverage for front office and main phone system during breaks, staff meetings and absences as assigned by the designated supervisor. Greet, screen, and channel telephone callers and visitors to appropriate staff members. Refer inquiries and provide general information according to established procedures. Work with the designated supervisor to cover any additional agency-wide clerical functions as assigned. Photocopy, collate, and laminate materials; fax, file, assist with the preparation of materials for various meetings, trainings, and bulk mailings. Uses good judgment and is flexible with priorities to effectively support Healthy Families and other general agency needs under the guidance of the Quality Assurance Manager and Director.

Mission: Demonstrate a strong understanding and dedication to Abilities Network’s MISSION and GUIDING PRINCIPLES. Actively promote and represent agency philosophy through all interactions with both internal and external customers. Market services to potential employers and other referral agents. Perform all miscellaneous duties as assigned necessary to fulfill the MISSON of Abilities Network.

What will Abilities Network need from me?

High School diploma and 1-2 years of office/clerical support experience preferred. Strong skills in the areas of oral/written interpersonal communication, customer service and confidentiality. Must be comfortable functioning with multiple deadlines and managing multiple priorities. Must be proficient in the use of computer with standard software packages and knowledge of Microsoft Work, Excel, Access and other automated office equipment.

Physical Requirements:

Must be able carry materials weighing up to 25 lbs. Must be able to stand for periods up to 3 hours in duration.

What else do I get at Abilities Network?

In addition to an amazing company culture and team environment, eligible employees are entitled to an array of company benefits, including:

  • Comprehensive health/dental/vision insurance
  • Life/Long-term Disability insurance
  • Paid time off (annual, sick, holiday)
  • 403(b) Pension Plan
  • Section 125 Premium Conversion Plan
  • Flexible Spending Account (medical, dependent care)
  • Employee Assistance Program
  • Anniversary day
  • Tuition reimbursement
  • Employee referral bonus
  • Jury duty leave
  • Bereavement leave
  • Free parking

Abilities Network is an Equal Opportunity Employer. We encourage all qualified candidates to apply.   It is our policy to recruit, hire, train, and promotes individuals without regard to race, color, religion, age, sex, national origin, veteran status, status as a qualified individual with a disability, sexual orientation, or any other category covered by applicable law.

Job Location:

  • Towson (Headquarters)
  • Personal Information

    As an equal opportunity employer, Abilities Network does not discriminate in hiring or terms and conditions of employment in violation of any law. Applicants who need reasonable accommodations to ensure equal opportunity in the application process should immediately inform the person who provided this form.
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