Program Assistant (Full-time) (Santa Ana, CA)

• Provides reception services, greets visitors, ascertains nature of business, signs-in visitors and directs visitors to appropriate person, issues visitor's pass when required.
• Coordinates intake calls and schedules clinical appointments, including collaborating with treatment team.
• Manages the room reservation book and maintains the daily announcement board
• Operates telephone console to receive incoming calls; provides information to caller or routes caller to appropriate staff ? places outgoing phone calls as needed.
• Produces and maintains a telephone directory for departments supported.
• Records accurate phone messages, including name, time of call, nature of the business, and person called upon.
• Checks Agency/program voice mail throughout the day and answers or directs messages to appropriate personnel.
• Ensures adequate coverage of the receptionist's desk throughout the business day.
• Maintains a general reception area and personal work area to ensure a clean and professional business appearance.
• Performs clerical duties, which include routine typing, filing, copying, faxing, completing and submitting Agency forms, data entry, and distributing Agency communications.
• Assists in the maintenance of office equipment, including computers, telephone systems, copiers, fax machines, and other types of office equipment; calls for service when necessary.
• Gathers and organizes data and prepares documents and reports for review as directed.
• Assists in assuring all safety and health standards are followed and respond to safety issues within the facility in a timely manner; ensures security by locking/unlocking cabinets and/or doors in accordance with instructions.
• Develops and maintains administrative and clerical skills through seminars, workshops, or other forms of training/education.
• Maintains confidentiality clients, families, and operations of the agency.
• Attends all required staff training sessions in accordance with Phoenix House and state licensing requirements, completes all training on time
• Attends and participates in program and all staff meetings
• Adheres to and promotes the Phoenix House Mission, Vision, and Values while acting as a role model for others
• Other duties as assigned

• High School diploma or equivalent required
• Prior administrative experience preferred

• Bilingual in Spanish preferred
• Proficiency in MS Office systems
• Understanding of telephone/switchboard operations
• Ability to utilize an electronic healthcare record
• Establish and maintain effective working relationships with others
• Communicate effectively with others both orally and in writing
• Ability to work effectively in a fast-paced changing environment
• Ability to establish and consistently enforce appropriate boundaries with patients
• Ability to model positive behavior and demeanor
• Excellent time management and organizational skills
• Ability to be flexible; problem solver, self-directed; customer service-oriented, and collaborative
• Skills and ability to engage and develop a rapport with patients and families of various backgrounds

Phoenix House California