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Program Assistant

Come join our life-changing team building hope, resilience and well-being as a Program Assistant!

Shift Details: Full-time – 40 hours/week

Schedule: Monday-Thursday from 8:00m-5:30pm, Friday alternate 8:30am-12:30pm and 9:30am-1:30pm.

Compensation: $20 an hour

Location: Vona – 9220 Bass Lake Rd #225, New Hope, MN 55428

About the job:

The Program Assistant provides administrative and operational support to ensure efficient clinic and program functioning within the Behavioral Health Division. This role supports the Program Coordinator and clinical staff by assisting with client flow, scheduling, communication, and documentation process. The Program Assistant plays an important role in delivering excellent customer service, supporting referral and intake activities, and maintaining accurate client records. Success in this role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks while maintaining a client-centered approach.

Essentials:

• Support client intake and referral processes by responding to inquiries, collecting initial information, and ensuring referral documentation is complete and accurate.
• Provide customer service and front-facing support including answering phones, greeting clients, managing check-in/check-out processes, triaging mental health needs and addressing general questions.
• Assist in scheduling and coordination of services for medication management, therapy, and case management appointments. Follow up on calls regarding medication questions and refill requests.
• Maintain accurate and timely documentation including data entry, scanning, and updating electronic medical records in accordance with agency standards.
• Support insurance verification and data collection processes by gathering required information and entering details accurately into systems.
• Assist with coordination of provider support functions, including routing messages, documenting client inquiries, and preparing necessary materials.
• Manage communication workflows by triaging calls, messages, and emails to appropriate staff in a timely manner.
• Support administrative operations by ensuring materials, forms, and office resources are stocked and organized.
• Assist with tracking and reporting activities by entering data and maintaining spreadsheets or logs as directed including special attention to service authorizations as needed.
• Maintain confidentiality and ensure compliance with HIPAA and organizational policies in all interactions and documentation.
• As a team, the Program Assistant, Program Coordinator, and Operations Manager work collaboratively to identify and discuss recommendations with one another to develop efficiencies for the operations of the Behavioral Health Division.
• All other duties as assigned.

Job Highlights:

• Medical, Dental & Vision Insurance
• 403(b) Retirement Plan
• HSA & FSA Programs
• Employer Paid Life Insurance and Long-Term Disability
• Quality training, continuing career education and leadership programs
• Paid Time Off (Vacation, Holiday & Sick Days)

Required Qualifications:

• High school diploma/GED; Associate degree preferred.
• 1-2 years experience in administrative support, preferably in a mental health or other healthcare setting.
• Experience with Microsoft Office Suite or ability to demonstrate proficiency.

About Us:

Vona is part of Volunteers of America MN/WI which serves as an affiliate of the Volunteers of America parent organization. Volunteers of America Minnesota is a nonprofit health and human services organization that annually serves more than 25,000 children, adolescents and their families, older adults, students, persons with disabilities and special needs, and adults completing incarceration. Since 1896, we have helped people gain self-reliance, dignity, and hope.

Take pride in helping others and join us today!

At VOA, we celebrate sharing, encouraging and embracing diversity. Equal employment opportunities are available to all without regard to race, color, religion, sex, pregnancy, national origin, age, physical and mental disability, marital status, parental status, sexual orientation, gender identity, gender expression, genetic information, military and veteran status, and any other characteristic protected by applicable law. We believe that blending individual strengths and unique personal differences nurtures and supports our organizations' shared commitment to our mission and creates an inclusive and diverse environment where everyone feels valued and has the opportunity to do their personal best.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.