Program Administrator

*Program Administrator (Full-time) (Santa Ana, CA)* *POSITION SUMMARY* Reporting to the Program Director, the Program Administrator is responsible for performing general administrative duties.
In coordination with the other executive and/or administrative assistants, upholds the efficient functioning of the administrative office.
*ESSENTIAL DUTIES AND RESPONSIBILITIES* * Supports preparation of correspondence, reports (textual and statistical) and other documents directed to government agencies or for internal use, including inputting and retrieving data from clinical/client databases as needed.
* Establishes and coordinates meeting schedules, makes appropriate arrangements, and takes weekly staff meeting minutes.
* Inventory, order, and maintain office supplies for the departments supported.
* Maintains petty cash; performs accounting function related to billing processes.
* Ensures monthly facility reports and quarterly reports are accurate and distributed on a timely basis to all appropriate agencies and departments.
* Attends and participate in (un)scheduled supervision meetings with assigned supervisor to discuss and review individualized development plans and pressing concerns, which can include workplace safety.
* Assisting with tracking and gathering employee credentials for employee files including current Driver's license, certification, TB test, and CPR by ensuring the Staff Roster is up to date.
* Participates in completing special projects and reports as assigned by program leadership when appropriate * Attends all required staff training sessions in accordance with Phoenix House and state licensing requirements, completes all training on time * Assisting program with recruitment needs (i.
e.
initial screening, booking interviews, candidate follow-up, etc.
) * Provides support and assist with office management functions for program leadership.
* Answers phones and takes messages when appropriate.
* Processes all outgoing and incoming mail.
* Manages paper flow of the assigned departments, including photocopying, faxes, filing, data input, and data integrity and manages document tracking systems.
* Sets up client files; oversees files to ensure compliance with reporting agencies.
* Develops and maintains efficient and effective filing systems.
* Ensures appropriate quantities of publicity materials are on hand and distributed.
* Coordinates program and employee engagement events.
* Manages archives for assigned departments.
* Responsible for dealing competently and courteously with external partners and customers (federal, state, agency and local governmental officials), Board Members, volunteers, prospects, donors, clients, and other Phoenix House staff.
* Develops positive workplace relationships in accordance with Phoenix House Policy and Procedures with staff and peers by offering appropriate support within a nurturing environment while maintaining a high level of professionalism.
* Adheres to the professional ethics and conduct of standards as established by professional licensure, the policies of Phoenix House, and legal, funding and regulatory requirements.
* 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 *EDUCATION/EXPERIENCE/CREDENTIALS* * High School Diploma or equivalent required * Bachelor's degree preferred * Three (3) to Five (5) years administrative experience preferred * Must maintain a valid California Drivers' License, have proof of automobile insurance and maintain a safe driving record based on Phoenix House policy *KNOWLEDGE, SKILLS, AND ABILITIES* * Demonstrated commitment and adherence to Phoenix House Mission, Vision, and Values: I CARE For? Integrity, Collaboration Appreciation, Respect, Excellence, and Forward-Thinking * Proficiency in MS Office systems * 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 * Understanding of addiction, co-occurring models, and treatment modalities * Understanding of patient development and family systems * 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 * Bilingual in Spanish preferred Job Location: Santa Ana, CA Job Type: Full-time Pay: $20.
00 per hour Expected hours: 40 per week Benefits: * 403(b) * Dental insurance * Employee assistance program * Health insurance * Life insurance * Paid time off * Professional development assistance * Referral program * Retirement plan * Vision insurance Schedule: * 8 hour shift Education: * High school or equivalent (Required) Experience: * Administrative: 3 years (Required) Work Location: In person