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Program Assistant, CTI-Tarrytown, NY

undefined · Tarrytown, United States Of America · Onsite

$42,000.00  -  $48,000.00

  • Junior
  • Office in Tarrytown
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Reports To: Team Leader 
Program: Critical Time Intervention (CTI)
Location: Tarrytown, NY 
Hours Per Week: 35
FLSA Status:  Full Time, Non-Exempt
Salary Range: $42,000-$48,000

 

Summary Description: 

The Program Assistant provides administrative and clerical support to the Critical Time Intervention (CTI) team, a program designed to support individuals transitioning from homelessness, hospitalization, incarceration, or other institutional settings into the community. This position ensures efficient office operations, accurate record-keeping, timely documentation, and coordination between CTI staff, clients, and community partners.

 

Key Responsibilities

  • Provide administrative support to the CTI Program Director, Supervisors, and Case Management team.
  • Manage incoming calls, emails, mail, and other communications for the program.
  • Prepare and distribute meeting minutes, correspondence, and program reports as requested.
  • Maintain accurate and up-to-date client records, logs, and databases in compliance with agency, funder, and HIPAA standards.
  • Assist staff with timely data entry into the electronic health record (EHR) or data tracking systems.
  • Support the collection, organization, and submission of program reports, audits, and quality assurance reviews.
  • Assist with onboarding new clients by receiving and monitoring referrals, preparing intake packets and entering demographic data.
  • Organize and maintain consumer files and daily paperwork to ensure compliance with program policy and Greater Mental Health of New York record retention policies.
  • Secure, inventory, audit and manage office supplies and other resources directly related to clerical functions as directed.
  • Attend and complete all Greater Mental Health of New York or state sponsored In-Service Training Programs related to position, program or agency goals.
  • Other duties as assigned.

 

Key Competencies: 

  • Strong organizational and time management skills.
  • Excellent written and verbal communication abilities.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and data entry systems.
  • Familiarity with EHR systems or client databases preferred.
  • Ability to handle confidential information with sensitivity and professionalism.
  • Culturally competent and able to work effectively with diverse populations.
  • Team-oriented, flexible, and responsive to changing program needs.

 


Key Performance Indicators (KPIs): 

  • Accuracy and timeliness of documentation and data entry.
  • Responsiveness to internal and external communications.
  • Completion of assigned administrative tasks within deadlines.
  • Positive feedback from staff and clients regarding administrative support.
  • Compliance with confidentiality, HIPAA, and agency policies.

 

Requirements: 

  • Strong computer knowledge: typing, communication tools, scheduling tools and web browsers.
  • Proficiency in Microsoft Office suite and database management systems. 
  • Fluency in English (Reading, Writing, Speaking).
  • Must be cleared and maintain clearance by applicable regulatory clearances as required.   
  • Legally eligible to work in the United States without sponsorship.  
  • Must be detail oriented, possess good written and verbal communication skills, and have the ability to problem solve.
  • High School degree or equivalent
  • Minimum 2 years of administrative, clerical, or program support experience, preferably in a social services, healthcare, or non-profit setting.
  • Excellent verbal/written communication skills.
  • Ability to work independently, prioritize and meet deadlines.

 

 

Special Considerations: 

  • Hours per week, reporting structure, and location are subject to change per program needs.

 


Mandated Reporter:

This is a Mandated Reporter position.  The NYS Justice Center legislation defines anyone who has regular and substantial contact with any person with special needs as a “custodian” under the law and, therefore, a mandated reporter.  You can be held liable by both the civil and criminal legal systems for intentionally failing to make a report. 

 

Greater Mental Health of New York is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. Greater Mental Health of New York is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request a reasonable accommodation, contact the Human Resources Department.