Program Assistant - Adirondack Youth Lodge

Citizen Advocates, Inc.•Malone, NY

6d•$16 - $20

About The Position

The Program Assistant – Adirondack Youth Lodge provides administrative and operational support to ensure the efficient functioning of the Children’s Community Residence (CCR) program. This role supports program leadership by managing administrative workflows, coordinating referrals, tracking documentation requirements, and assisting with scheduling and operational logistics. The Program Assistant plays a key role in maintaining organization within the program and ensuring that staff, youth records, and operational tasks are coordinated effectively. This position supports compliance with agency policies and applicable New York State regulations governing residential programs serving youth.

Requirements

Associate’s Degree in Business Administration, Human Services, or related field preferred. High school diploma or equivalent required.
Two or more years of administrative experience preferred.
Experience working in behavioral health, human services, or residential programs preferred.
Proficiency in Microsoft Office and electronic record systems preferred.
Strong organizational and administrative skills
Attention to detail and accuracy
Ability to manage multiple tasks and priorities
Strong written and verbal communication skills
Ability to maintain confidentiality and professional boundaries
Collaboration and teamwork
Problem-solving and initiative

Responsibilities

Administrative Coordination Provides administrative support to the Associate Director and program leadership.
Maintains organized records and documentation related to program operations.
Tracks required documentation deadlines and assists staff in maintaining compliance with agency documentation standards.
Supports preparation of materials for internal meetings, regulatory reviews, and audits.
Maintains accurate program files and electronic records.
Referral and Admission Coordination Tracks incoming referrals to the Adirondack Youth Lodge program.
Maintains referral logs and assists in coordinating referral documentation and screening materials.
Communicates with referral sources, county SPOA partners, and families regarding referral status when directed by program leadership.
Assists in coordinating admission logistics and maintaining required documentation related to admissions.
CCR programs must maintain clear processes for referral review and admission determination in accordance with program criteria.
Scheduling and Staffing Support Assists with maintaining staff schedules and coordinating coverage needs when directed by program leadership.
Tracks staff training requirements and assists with scheduling mandatory trainings.
Supports onboarding logistics for new staff including paperwork coordination and orientation scheduling.
Maintains updated contact lists and scheduling calendars for the program.
Operational and Financial Support Processes purchasing requests and purchase orders in accordance with agency policies.
Tracks program supplies and coordinates ordering of necessary materials.
Assists with tracking program expenses and administrative documentation related to program operations.
Coordinates with internal departments such as finance, human resources, and facilities as needed.
Documentation and Program Support Assists in monitoring completion of required documentation within the electronic health record system.
Tracks documentation timelines and alerts program leadership when documentation is overdue or missing.
Supports preparation of reports, program data summaries, and administrative reports.
Maintains logs related to incidents, admissions, and program activities as directed.
Communication and Coordination Serves as an administrative point of contact for internal partners.
Coordinates meetings for the program including multidisciplinary meetings and staff meetings.
Maintains communication with internal departments and external partners when directed by program leadership.
Supports outreach activities and coordination with referral partners when requested.
Ensures required documentation supporting eligibility, placement, and services is completed and available to support reimbursement and compliance.