Position: Front Office Program Associate

Program Support/Administrative, Part-time, in-office

Immediate Report: Homecoming Manager/Program Director

Job Supervision Duty: None

About Us

Fathers’ UpLift is the country’s first mental health and substance abuse treatment facility for fathers and families, helping fathers become and remain emotionally stable for their children. Fathers’ UpLift uses peer coaching, father-child therapy, training, youth programs, and support for incarcerated and recently released fathers to honor and rehabilitate the relationship between thousands of fathers and families in the Boston area. In their outpatient clinic, over 800 fathers and families receive mental health services from clinicians trained in trauma who reflect the population being served. Outside of the clinic, Fathers’ UpLift partners with community centers, substance abuse programs, and other agencies to build a holistic approach to helping fathers rebuild their lives and their relationship with their families.

Role Summary

The Front Office Program Associate is a master multi-tasker with excellent communication skills and an upbeat attitude. Candidates should assist management and all visitors to the company by handling office tasks, providing polite and professional assistance via phone, mail, and e-mail, making reservations or travel arrangements, and generally being a helpful and positive presence. Additionally, the candidate can look to provide administrative support and clerical assistance to executive and director-level management at Fathers’ Uplift. The Associate typically helps with client referrals and drop-in, scheduling, emergency on-site services, and waiting area needs. They also perform clerical and office duties; these may include running errands, screening phone calls, supervising clerical Coordinators, and drafting letters and other documentation on behalf of the need of the program. Program Associates must possess excellent written and verbal communication skills, interpersonal skills, and be well organized.

Essential Responsibilities

The following list of duties is intended only to describe the various types of work that may be performed and the level of the assignment’s technical complexity and is not intended to be an all-inclusive list of duties. The omission of a specific duty statement does not exclude it from the position if the work is consistent with the classification concept or is similar or closely related to another duty statement. 

• Greet and assist visitors and clients
• Handle office tasks, such as filing, office upkeep, and reordering supplies
• Screen phone calls and route callers to the appropriate party
• Maintain polite and professional communication via phone, e-mail, and mail
• Research govt grant opportunities on COMMBUYS on a weekly basis
• Take referrals
• Support walk-in and scheduled clients
• Support our community and perform without bias to our core client demographic
• Field BFD calls/inquiries/inventory
• Oversee department email
• Anticipate the needs of others to ensure their seamless and positive experience
• Act as the point of contact for internal and external clients
• File referral forms in Admin Office following referral completion
• Set appointments as necessary
• Remain in constant communication with the Intake and Triage Dept. regarding any referrals and issues and questions that surface
• Meet deadlines
• Regularly attend weekly staff meetings and continuing educatiion sessions as requested
• Record weekly check-in w/ notes
• Perform additional duties as requested by Supervisor or Director of Operations
• Produce receipts and submit them to the bookkeeper monthly and as needed
• Schedule regular calendar meetings/notifications with Finance on office ordering

Ideal Qualifications/Experience

• Associate or Bachelor’s degree preferred
• 1 to 3 years hospitality related experience, including front desk operations experience
• Interest in the field of Mental Health and services at Fathers’ UpLift
• Minimum of 1 year of clerical experience is required in lieu of program requirements
• Must have the ability to multi-task and pay close attention to detail
• Must have general knowledge of clerical practices and clinical procedures
• Must have basic computer skills, including emailing and proficiency in Microsoft Word and Excel
• Must have excellent organizational skills
• Must have superior written and expressive communication skills
• Must have ability to work as an efficient team member
• Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job