The Program Assistant is a valued team member with the passion to assist program leaders in ensuring compliance as it relates to State, local, and international licensing and contracts. The Program Assistant will work across departments to assist with Compliance planning, audits and activities to ensure program adherence to regulatory requirements, internal controls, and established policies and procedures. He/she may assist with obtaining new licenses and/or contracts. The Program Assistant will implement processes to ensure internal and external audits run smoothly, are handled timely, and assist program leaders in implementing required procedural changes.
The ideal candidate has strong attention to detail and enjoys putting processes into action to achieve success. The Program Assistant is efficient, assertive, and organized. He/she shows initiative and is detailed and thorough.
Duties and Responsibilities:
- Works well in teams and collaborates effectively with others.
- Supports the mission of adoption and that every child deserves a loving family.
- Performs administrative tasks that ensure agency meets all reporting deadlines.
- Assists with state and licensing announced and unannounced audits (i.e. be available to gather data and reports).
- Assists with relevant regulatory filings and compilation of pertinent documentation that must be submitted to regulatory agencies in multiple states or regions.
- Shows initiative and follow-through to collaborate with multiple departments, as necessary, to ensure the agency remains in compliance agency wide.
- Assists program leaders in developing processes to evaluate compliance, conduct audits, assessments, and write detailed reports to substantiate findings.
- Helps identify potential threats and provides recommendations for improvement. Follows up with program leaders to assist in gaining compliance (i.e. assist with updating checklists and processes).
- Assists in the development of standards and procedure documentation.
- Tracks and monitors corrective action plans to ensure compliance with agency and regulatory standards.
- Tracks and ensures that staff training is in compliance at all times, follow up with staff when items are due or missing.
- Enters data as needed and reviews and ensures accuracy and completeness of data collection and entry for Continuous Quality Improvement and GRO intake.
- Enters data and reviews, updates, and ensures completeness of data entry into relevant State databases—CLASS and Gateway.
- Assists with reviewing updates in licensing standards and requirements
- Assists program staff with building and maintaining files, including completing background checks and follow up with staff/clients when items are missing and processing records requests.
- Maintains facilities inspections and reports.
- Other duties as appropriate, including other compliance-related projects.
Minimum Requirements:
- High school diploma or equivalent. Bachelor’s degree, preferred.
- Proficiency in Microsoft Office Word, PowerPoint and Excel; Microsoft Teams
- 2 years of administrative experience
- Excellent written and oral communication skills to effectively develop audit reports and correspondence with minimal supervision.
- A team player with strong collaboration, initiative, and facilitation skills.
- Self-starter with the ability to assimilate data into reports and provide recommendations for process improvement.
- High standards of confidentiality, trustworthiness, discretion and professionalism.
Preferred Qualifications
- Must be able to function in a fast-paced environment.
- Strong time management, responsive, and accurate.
- Ability to work with minimum supervision.