Administrative Assistant/ Program Coordinator - Behavioral Health Kenneth Young Center is a 501(c)(3) not-for-profit dedicated to providing comprehensive outpatient behavioral health services to individuals of all walks of life. Located in the Northwest suburbs of Chicago, we offer a wide range of services including outpatient therapeutic care, recovery-oriented support, community prevention, LGBTQ+ outreach, older adult services, and crisis intervention. Our team welcomes and celebrates unique perspectives and represents the diversity and vitality of our local communities. Join our team to grow in your career while building stronger, healthier communities. Kenneth Young Center offers a robust benefit package that is highly competitive to the market and offers all full-time employees the following:
- 403(b) plan with organizational matching
- Medical Insurance (Blue Cross and Blue Shield of Illinois - BCBS)
- Dental (BCBS), and Vision Insurance (BCBS) with low employee premiums
- Long Term and Short Term Disability (BCBS), no cost to employee
- Flexible Spending Account (with annual rollover)
- Basic life insurance (50k) paid for by the organization and option for additional voluntary coverage for self, spouse, or dependents (BCBS)
- Incentive program with potential for quarterly bonuses
- Opportunity for annual bonus and salary increase (discretionary based on annual KYC financial audit)
- Eligibility to participate in the Public Service Loan Forgiveness Program (PSLF)
To further promote an active and healthy work/ life balance, KYC also offers a generous amount of paid time off and staff holidays.
- 4 weeks of Paid Time Off (With increases based on seniority)
- 8 Paid Organization-Wide Holidays
- 3 Personal Floating Holidays annually
Job Scope: The Behavioral Health Administrative Assistant and Project Coordinator position provides support to the Director of Behavioral Health either Outpatient Services or Recovery Services) to help leadership and programs work more efficiently. Tasks include executive-level administrative assistance, administrative coordination, and coordination of special projects with other departments, as assigned.
Responsibilities - Provide general administrative support to Director by completing everyday tasks such as: managing calendar, scheduling appointments, screen and respond to emails and phone calls, taking notes in program team meetings, coordinating logistical arrangements, developing agendas, coordinating and preparing materials for meetings and presentations, printing, faxing and making copies, completing online registration and coordinating attendance at meetings and conferences
- Identify and highlight items that require Director involvement and coordinate to ensure timely response
- Provide upkeep and coordination for special projects to ensure milestones are met, including but not limited to: tracking new staff training and orientation, supporting hiring and screening process for program new hires, tracking staff corrective action and performance reviews
- Assist program leadership to ensure strong team morale by tracking staff/team recognition and anniversaries, planning internal events and trainings, highlighting TogetherWeThrive nominations, and coordinating team-building activities
- Act as messenger to share relevant communication from leadership with department staff, and and coordinate information and needs with other KYC departments, including HR, finance, and facilities
- Prepare in-person and virtual events for employees to support team meetings, training and retention needs
- Conduct research, compile data, and prepare information for ongoing data tracking and compliance and special projects to share with staff and management teams. Examples include: new program start-up, creating documents and procedures for fidelity and compliance reviews, updating and drafting internal policies and practices, providing training materials and guidance
- On behalf of Director for program side, provide administrative support for grant and contract management, including coordinating with Executive Assistant and Grant Coordinator to track grant deliverables, meet reporting deadlines, and support in coordinating updates to grant requirements
- Become proficient in KYC's electronic health record (CIS) and Extended Reach program to pull data reports, and coordinate with Director to analyze information, and coordinate with IT regarding data needs
- Calculating and updating PE (Productivity Expectations) in CIS, as directed
- Monitoring, tracking, and submitting client spend-down forms
- Create and run routine reports for withheld billing, outstanding IATP (treatment plan) reports and staff productivity to share with program management
- Act as a resource to KYC staff to answer questions, problem solve, provide new staff orientation and training, and help locate requested information
- Maintain electronic and filing systems and data bases with updated policies, processes, reports, etc - including Microsoft 365 and KYC's shared users drive
- Organizing and maintaining online organization systems (shared Users Drive, Microsoft 365 OneDrive/SharePoint) to keep data organized and up to date
- Assisting and/or coordinating with other project associates/assistants as needed and assigned by Supervisor/Department Director.
- Participate in Employee Engagement staff committee
- Other tasks to support KYC and Behavioral Health Department, as assigned.
Education and Experience - Associate's Degree
- Experience providing organizational and administrative support in behavioral health, non-profit, or social service required
- Experience working with Illinois Medicaid programs, IL Rule 132/140, or DHS State grant programs, preferred
- Knowledge and utilization of electronic medical record systems
- Previous experience as a direct service treatment provider encouraged
- Computer and smartphone proficiency, including strong working knowledge of Microsoft Tools (ex. Word, Excel, Powerpoint, Access) and web-based project management tools, strong typing skills, and ability to effectively utilize electronic internal collaboration and communication tools (ex. Microsoft Teams, Microsoft 365)
Schedule - Full-Time, Non-Exempt, Hourly, 37.5 hours per week
- Ability to work flexible hours - occasionally a weekend day or evening hours to support specific events, or due to upcoming grant deadline.
Kenneth Young Center is an Equal Opportunity Employer
Pay Range: $23 - $26 per hour