Program Assistant

What’s it like to work at PHCA?

At Phoenix House California, we take a holistic approach to drug addiction and mental health disorders that focuses on the power of being both proactive and reactive: prevention, early intervention, and recovery services. Understanding the health and safety risks of alcohol and drug misuse is the first step to reducing the risk of addiction. It starts with knowing the facts. We reach almost 32,000 students, parents, and teachers annually, through our school-based prevention and early intervention programs.

About the role

The Program Assistant supports the Program Director by performing reception services, greeting visitors, determining the nature of their visit, and notifying appropriate staff. They also answer and transfer telephone calls, provide general office and clerical support, represent the organization to callers, clients, and visitors, and assist in maintaining office equipment and ensuring safety standards.

Responsibilities

• Receives visitors and clients, determines the nature of their visit, and notifies appropriate staff.
• Answers and transfers telephone calls.
• Provides general office and clerical support to a program/department.
• Represents Phoenix House to callers, clients, and visitors in a friendly, professional manner.
• Coordinates intake calls and schedules clinical appointments, including collaborating with the treatment team.
• Operates telephone console to receive incoming calls; provides information to caller or routes caller to appropriate staff, and places outgoing phone calls as needed.
• Inventory, orders, and maintains office supplies for the departments supported.
• Ensures adequate coverage of the receptionist's desk throughout the business day.
• Performs clerical duties, which include routine typing, filing, copying, faxing, completing and submitting Agency forms, data entry, and distributing Agency communications.
• Aids 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.
• Aids in ensuring all safety and health standards are followed and responds to safety issues within the facility in a timely manner; ensures security by locking/unlocking cabinets and/or doors in accordance with instructions.
• Maintains confidentiality of clients, families, and operations of the agency.
• Manages the room reservation book and maintains the daily announcement board.
• Produces and maintains a telephone directory for departments supported.

Requirements

• High School diploma or equivalent required.
• Prior administrative experience preferred.
• Maintain a valid credential (if required for your position) during your employment.
• Obtain TB test clearance and update on a yearly basis.