Program Assistant - Supportive Visitation Services

Overview:

The position is responsible for providing general administrative duties for the branch’s operations, such as data entry, maintaining DCF referral waitlists, welcoming and checking in clients, SVS billing, filing, scheduling, phone intakes and answering and routing calls.

This position is contingent upon the availability of grant funding.

Responsibilities:

• Assist with the day-to-day operations of the Outreach office.
• Ensure supplies are maintained within each SVS office monthly, including travel to offices located in Eatontown, Matawan, Toms River and Little Egg Harbor.
• Prepare for staff meetings and trainings.
• Ensure incident reporting and vehicle mileage is tracked and properly stored.
• Assist the Director of Outreach with supply ordering.
• Track and manage SVS Caregiver Surveys.
• Work together with the SVS Program Director and SVS Regional Coordinator to assist with billing.
• Manage visitation room scheduling across SVS offices.
• Act as a point of contact for external vendors and service providers.
• Maintain equipment inventory.
• Enter DCF referrals immediately upon receipt.
• Establish and maintain positive and professional relationships with clients.
• Attend and actively participate in required YMCA trainings, meetings, and fundraising events.
• Office management including but not limited to the following: answering calls, greeting and registering clients.
• Work collaboratively to identify alternative methods for recruiting specialized staff.
• Track all necessary documents for DCF contracted staff and ensure that documentation is updated in the employee file as needed.

Qualifications:

• High School Diploma or GED, Associate’s Degree preferred.
• Office experience required.
• Previous professional experience in customer service, in administrative roles, and/or human resources.
• Ability to research and implement best practice strategies in recruitment
• Skills in problem analysis and problem resolution at both a strategic and functional level.
• Ability to communicate effectively with stakeholders, referents and demonstrate a high level of cultural competency, sensitivity and responsiveness.