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Pine Street Inn Program Assistant, Northeastern Co-Op in Jamaica Plain, Massachusetts

Program Assistant, Northeastern Co-Op

Department: Behavioral Health -- Stabilization

Office: Morton Street

Location: Jamaica Plain, MA

Position Type: Direct Care

Hours/Shift: Morning - First Shift

Employee Type:: Regular Full-time

START YOUR APPLICATION (https://apply.hrmdirect.com/resumedirect/ApplyOnline/Apply.aspx?req_id=2294025&source=2294025-CJB-0)

This position is only open to Northeastern Co-op students. No other internal or external applicants will be considered.

SCHEDULE: 40 hours, Monday - Friday, 8:30 a.m. - 5:00 p.m.

LOCATION: 170 Morton Street Jamaica Plain, MA 02130, some travel required between sites

JOB DESCRIPTION:

SUMMARY OF THE POSITION :

The Program Assistant provides day-to-day administrative and clerical support to the management team and Stabilization program. S/he maintains a well-organized and efficient office, including the establishment, implementation and maintenance of office systems that assist in effective program operations. Specifically, the Program Assistant coordinates program logistics, administrative, project, and meeting management, meeting and document research preparation and distribution, internal and external constituent stewardship, and numerous administrative tasks including meeting scheduling and attendance, note taking, filing, report development and communications. The Program Assistant works effectively and collaboratively with all departments and staff and supports the Directors- direct reports as needed. The Program Assistant will support the intake and case management needs if needed and indicated by supervisor. The Program Assistant will serve as back up and assist in reviewing referrals, completing phone screens, schedule admissions, and complete intake.

REQUIREMENTS:

EDUCATION/TRAINING:

  • High School Diploma or GED

    PREFERRED:

  • Business school certificate or bachelor-s degree

    KNOWLEDGE/EXPERIENCE:

  • Strong planning and organizational skills; superior interpersonal, verbal and written skills

  • Superior organizational, written and verbal communications skills and demonstrated project management experience

  • Demonstrated commitment to Pine Street Inn-s mission, positive approach to change, promoting best development practices and excellent computer skills including Word, Excel, and Power Point, Visio, Outlook and ETO

  • Ability to work effectively under pressure

  • Ability to take initiative

  • Must be is self-directed

  • Must be able to take direction well

  • Willingness to work some evenings and early mornings, as needed

  • Works proactively to keep up with program innovations and new administrative technologies

  • Demonstrated ability to successfully work in a goal-oriented team environment

  • Enthusiasm, positive sense of humor and can-do attitude

    PREFERRED:

  • An understanding of homeless population and substance abuse treatment services

  • Experience utilizing electronic health record documentation systems

    PHYSICAL ABILITIES/SKILLS:

  • Ability to sit for long periods of time

  • Ability to access different building locations and program sites

  • Requires stooping, bending, and stretching

  • Ability to use a computer for email, word processing and spreadsheets; and other office equipment (fax, copier etc.) as needed

  • Ability to respond quickly and calmly in emergency situations

    MENTAL ABILITIES/SKILLS:

  • Highly developed management, organizational and communication skills required

  • Ability to adapt to changing goals and priorities

  • Must be able to perform a wide variety of difficult tasks at the same time

  • Strong computer skills including familiarity with management information systems and/or database programs

  • Must be able to work with diverse constituencies in a stressful environment

  • Successful candidate must be able to work independently as needed and also function as a member of a team

    ESSENTIAL FUNCTIONS INCLUDE BUT ARE NOT LIMITED TO:

  • Responsible for all administrative and office management functions for the management team.

  • Schedules appointments and manage calendars

  • Arranges meeting space and other pre- and post-logistics for internal and external meetings.

  • Attends meetings as requested, serving as a recorder. Takes notes and distributes them to participants.

  • Answers phone calls and electronic inquiries, responds to questions, and redirects as needed by referring callers to the appropriate internal or external resources.

  • Develops and maintains contracts and other project files both in hard copies and electronically.

  • Actively collaborates with administrative and program staff to enhance and improve internal systems for file management, communications and

  • As an ambassador of the management team, provides superior customer service and ongoing stewardship to departments, staff, community collaborators, vendors and funders as requested. Is present and participates in agency events and activities.

  • Collaborate effectively with the assistants to other executives and officers on meeting coordination, calendar/schedule management, project management, and general administrative support.

  • Coordinates logistics for meetings, including scheduling, procurement and set up of meeting space, developing briefing documents, preparing, and distributing approved materials and agendas in advance of meetings, attending meeting, taking minutes, distributing follow up information and other operational aspects of the meeting.

  • Support the development of contract and grant compliance by compiling and distributing approved narratives and HMIS-generated data as requested

  • Arranges travel plans and expense reports as requested.

  • Accepts supervision and guidance and actively participates in efforts to improve quality of performance.

  • Protects and maintains confidential information and adheres to Pine Street Inn-s policies and procedures.

  • Collects and compiles information for reports and contracts.

  • Assists in preparing for monitoring and audit visits.

  • Provides contact as needed to incoming program referrals, reviews referral information, interviews those applicants who meet criteria for admittance to the Stabilization Program as assigned and, depending on bed availability, admits those that meet criteria for admittance to program as delegated.

  • Demonstrate and support organizational efforts around diversity, equity and inclusion.

  • Due to emergency or unforeseen program needs, staff may be temporarily or permanently reassigned to another PSI program at any given time

  • Performs other related duties as required. This job description may be revised based on the development of agency and programmatic initiatives and goals

    START YOUR APPLICATION (https://apply.hrmdirect.com/resumedirect/ApplyOnline/Apply.aspx?req_id=2294025&source=2294025-CJB-0)

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