Program Assistant

Location: Middletown, NYSchedule: Monday–Friday, 8:00 AM–4:30 PMPay Rate: $18.00/hour

Make a Difference Behind the Scenes

Are you organized, dependable, and someone who enjoys being the person others can count on? Do you like a fast-paced workday where no two hours are exactly alike?

As a Program Assistant, you’ll play an important role in keeping our program running smoothly and helping our staff and the people we serve get the support they need. From coordinating appointments and maintaining accurate records to assisting with intake, answering questions, and keeping information moving, your work will have a direct impact on the quality of services we provide.

This is a great opportunity for someone who enjoys multitasking, problem-solving, working with people, and staying organized in a busy environment.

What You'll Do

Every day brings something different. Your responsibilities may include:

Be a welcoming first point of contact by answering, screening, and directing phone calls.

Support staff and the people we serve by responding to questions, needs, and requests with professionalism and care.

Keep information accurate and up to date through daily data entry, EHR updates, filing, faxing, and maintaining records.

Coordinate doctor’s appointments and help make sure important services and follow-ups stay on track.

Prepare daily and weekly reports that help our teams stay informed and organized.

Assist with intake screenings and help welcome new clients into our programs.

Support client enrollment and discharge processes, helping ensure transitions are handled accurately and respectfully.

Accept and process payments while maintaining accuracy and confidentiality.

Keep the office running smoothly by ordering office supplies and helping with day-to-day administrative needs.

Assist with technology and system-related needs, communicating effectively with system users about technical and business issues.

Take on additional assignments as program needs evolve.

What Makes Someone Successful in This Role?

You’ll thrive in this position if you are someone who:

Is highly organized and takes pride in getting the details right.

Can juggle multiple priorities without losing track of what matters.

Communicates clearly and treats everyone with respect.

Enjoys helping others and providing excellent customer service.

Stays calm, professional, and solution-focused during stressful situations.

Is comfortable learning new systems, technology, and processes.

Can adapt quickly when priorities change.

Enjoys being part of a team and contributing wherever help is needed.

Qualifications

Preferred Experience:

Two years of related experience preferred.

Proficiency with Microsoft Word, Excel, and Outlook.

Hands-on experience with network administration or technical systems is a plus.

Ability to communicate effectively with system users regarding technical and business needs.

What You Bring to the Team

We’re looking for someone who combines people skills with organizational and technical abilities. You don't have to know everything on day one — but you should be comfortable learning, asking questions, solving problems, and taking ownership of your responsibilities.

Most importantly, you should understand that every phone call, appointment, data entry task, report, and interaction helps our team provide better services to the people in our community.

Physical Characteristics 

This position requires the ability to:

Sit or stand at a computer for extended periods.

Work effectively in an open-space office environment.

Move throughout the workday and, when needed, follow people served throughout the community.

Work alongside coworkers in close proximity.

Navigate tight spaces as needed to perform job responsibilities.

If you’re organized, people-oriented, tech-savvy, and ready to be an essential part of a team that makes a difference, we’d love to hear from you!