Program Assistant - 0004E- Mon - Fri 9AM -5PM

Make an Impact.

At WellLife Network, every role plays a vital part in empowering people to live their best lives. As part of one of New York’s largest nonprofit health and human services organizations, you’ll join a team dedicated to compassion, inclusion, and excellence — helping individuals and families thrive every day.

Position Summary
The Office Manager oversees and coordinates all non-clinical operations of the ACT program. This role provides administrative support, manages communication between staff, clients, and external partners, and maintains program records, financial tracking, and data systems to ensure efficient day-to-day operations.

Essential Responsibilities

• Manage administrative operations, including phone coverage, correspondence, and coordination of communication between staff, clients, families, and external agencies.

• Maintain accurate records in the EHR, including admissions, discharges, insurance information, and client data.

• Compile monthly billing and track program documentation, including identifying missing progress notes.

• Schedule appointments, coordinate transportation requests, and assist with on-call scheduling as needed.

• Prepare and track medical record requests and client authorizations.

• Assist with data collection and generate routine reports to support program operations.

• Maintain organized electronic and physical filing systems while ensuring confidentiality and regulatory compliance.

• Manage petty cash and service funds, ensuring accurate documentation and reconciliation of all transactions.

• Support nursing staff with prior authorizations and administrative tasks.

• Monitor office supply inventory and coordinate ordering and requisitions.

• Process incoming and outgoing mail, maintain distribution logs, and prioritize time-sensitive materials.

• Attend meetings, record and distribute minutes, and support general office coordination.

• Maintain accurate data entry and reporting within systems such as Vello Health.

• Ensure the office environment is safe, organized, and compliant with agency standards.

• Follow program protocols, including incident reporting and crisis procedures.

• Participate in required trainings, including OMH-approved ACT orientations.

• Maintain strict confidentiality and professionalism at all times.

• Perform additional duties as assigned.

What You’ll Gain

• Compensation: Competitive hourly rate based on experience.
• Robust Benefits: Medical, dental, vision, and 401k retirement plan (with matching).
• Work-Life Balance: Paid time off, holidays, and personal days.
• Wellness Program: Free and low-cost gym and wellness access and support.
• Training & Growth: Ongoing professional development and career advancement opportunities.
• Meaningful Work: Direct impact on the lives of youth and their families.
• Supportive Environment: A collaborative team that values your contributions

• H.S. Diploma or GED, demonstrated ability to type 40 wpm accurately, and a working knowledge of computers, Microsoft Office Programs (Word, Excel, Powerpoint, Outlook, etc), Internet Explorer and general office equipment (e.g., fax, copier, PC, printer, telephone systems).
• Basic arithmetic skills.
• Exhibits good oral, written, and interpersonal skills. Must have people and problem solving skills to assist and support clients with severe and persistent mental illnesses and their families.
• The position requires solid organizational skill and ability to make contacts and establish relationships to get information necessary for the program to function within the larger system.