Position: Program Administrator
Hours Per Week: Monday through Thursday 9am to 3:30pm; Friday 9am to 2pm.
Part-time or Full-Time positive available
Reports To: HOH Program Director, Executive Director and Director of Finance
Overview of Responsibilities:
The Program Administrator of the Henry Ohlhoff House for the 3 to 6-month residential treatment program for drug and alcohol addiction, is responsible for the day-to-day operation of the front office, working directly with current residents, future residents, the Program Director, counseling staff, program alumni, and general public.
The Program Administrator manages the front desk. They should be self-motivated, have a positive attitude, and passionate and supportive of those in recovery.
This position requires solid organizational skills with the ability to prioritize; strong reception and communication skills; strong computer skills using Word, Excel, and word processing; bookkeeping; filing and general office management.
Responsibilities include on-going contact with the residents, providing a daily census report to accounting and the Program Director, program reports, maintaining program/resident files, office organization, scheduling appointments, heavy phone work and general administrative duties.
In addition to assisting with the operations on the Henry Ohlhoff House, the Program Administrator provides administrative support to the Central Administrative & Executive Offices whenever needed.
Specific Responsibilities:
Responsible for being the primary point of communication to incoming phone calls and visitors. Must be able to describe all of our programs and direct people accordingly and understand the urgency associated with calls from potential clients.
The Program Administrator will be the liaison between residents and their families, counselors, Ohlhoff staff and the Program Director.
Welcome prospective residents and families who come to the program. Show them the facilities, explain the program and house rules, set up appointments with the Program Director. Make sure the house is as clean and comfortable as possible- schedule regular carpet cleanings.
Prepare daily census report to reflect the house population, showing names of admits and discharges, with details of each situation included. Distribution of daily census to Program Director, Executive Director and the Finance Department.
For incoming residents, issue personal data forms and journals. Enter all client information in the computer EMR files and verify all data. Assign group and facilitator e-mail addresses, extensions, and rooms.
Changes in resident status:
o Scan the House log for events from prior evening which affect the operation and status of the house. Report any changes in status to the Program Director.
o Update the client file in the computer to reflect residents who depart the house, indicating date left and reason code.
o Print Copies of the seniority list, group list and other pertinent reports for the Program Director, facilitator and house bulletin board and for Staff Meeting on Tuesdays.
o Transfer departed resident files from the active files to the inactive files.
Accounts Receivable:
o Enter all cash receipts in the green peg board log book, including amount received, date, payee, description, your initials and receipt number.
o Place the cash and/or check in an envelope, seal, mark the outside with the payee name, amount, date and receipt number and deposit in the safe.
o Give receipt to the payee.
Rent Processing:
o On Wednesday, distribute statements and invoices from the Finance Department and put a copy in each resident’s mailbox.
o On Monday, print a rent list for the Program Director, indicating who owes money and how much is owed.
Mail:
o Sort and Distribute mail to staff and residents. Segregate business mail based on department and deliver accordingly. For residents no longer at HOH, stamp “return to sender” on all mail and place with outgoing mail.
Maintain an adequate supply of all preprinted forms.
Maintain inventory of office supplies, ordering when necessary.
Schedule intake interviews for the Program Director, allowing a minimum of one hour per interview.
UA Results:
o Notify the Program Director if the lab faxes with positive UA results.
o Written results are to be stamped with the date and distributed to the counselors.
If something needs to be done, do it.
This position is available as part-time for someone enrolled in evening or weekend classes.
A full-time position may include more specific responsibilities and duties.
