Program Assistant

CASES is currently seeking a Program Assistant for our Pretrial Services Department. The Program Assistant is an integral member of the borough team, providing comprehensive administrative, operational, fiscal, and program support across the Supervised Release Program (SRP) and its behavioral health Clinic Satellite.

About the role

The Program Assistant supports core office operations while providing dedicated administrative support to the Clinic Satellite, including coordinating initial mental health intake appointments, conducting participant outreach and appointment reminders, tracking attendance and follow-up needs, supporting clinical scheduling, maintaining accurate participant information, and assisting with required clinical, billing, compliance, and operational reporting.

Within SRP, the role supports participant-facing and programmatic activities, such as data tracking, reports, referrals, court-related administrative processes, special projects, and other operational initiatives. The Program Assistant also coordinates calendars and room utilization, maintains office and participant resource inventories, supports fiscal processes, and serves as a primary point of contact for participants, visitors, and community partners.

The position requires close collaboration across clinical, case management, administrative, and leadership teams and plays an important role in creating an organized, responsive, trauma-informed, and welcoming environment for participants.

Responsibilities

• Provide comprehensive administrative and operational support to the Borough Director, Clinical Director, supervisory staff, direct service teams, and 4 West Satellite Site, ensuring efficient day-to-day program operations.
• Coordinate mental health intake scheduling and participant outreach, including appointment scheduling, reminders, attendance confirmation, missed-appointment follow-up, and accurate documentation in the electronic health record.
• Maintain accurate participant and program information across agency databases and prepare weekly tracking, compliance, operational, billing, and performance reports, including monitoring outstanding documentation and follow-up needs.
• Manage general office operations, including calendars, meeting and conference room coordination, onboarding logistics, office communications, special projects, events, court-related administrative processes, and borough-wide initiatives.
• Coordinate inventory and fiscal processes, including ordering and tracking office supplies, participant resources, care kits, agency-issued phones, MetroCards/OMNY cards, move-in supplies, petty cash, and related expenditures.
• Serve as a primary point of contact for participants and visitors, providing professional, trauma-informed, and culturally responsive support, triaging inquiries, facilitating referrals and appointments, and connecting participants to appropriate staff and resources.
• Support quality assurance and program compliance through accurate data entry, documentation review, report generation, re-arrest checks, and timely follow-up with clinical, case management, court, and leadership teams.
• Maintain an organized, welcoming, and confidential office environment while exercising sound judgment, discretion, cultural humility, and attention to detail in a fast-paced criminal justice and behavioral health setting.
• Perform additional administrative, fiscal, operational, and programmatic duties as assigned by the Borough Director or supervisory leadership.

Requirements

• Associate degree or High School Diploma/HSE with 2-3 years' experience.
• Excellent organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Respect for confidentiality.
• Strong interpersonal skills.
• Highly proficient in word processing and spreadsheet applications (MS Word, Excel); experience with PowerPoint.
• Must be a self-starter and able to work independently.
• Must be able to lift 5-10 lbs.
• Must be able to sit for extended periods.

Preferred Skills

• Fluency in Spanish.

Benefits

• Medical, dental, and vision coverage.
• Vacation and Paid Time Off – starting at 25 days-off annually, plus an additional summer self-care day.
• 12 Paid Holidays per year.
• Retirement 403b with competitive matching up to 6%.
• Employee Referral Program.

Pay

$49,173.00 per year.

Schedule

Full-time, Monday – Friday, 9:00 am – 5:00 pm (35 hours per week excluding breaks).

Flexible – partial remote work available (e.g., drafting notes at home after in-office or community visits).

Location

4 West 125th Street, New York, NY 10027. Easily accessible by public transportation.