Program Assistant

• Support the operational effectiveness and administrative systems of GMHC’s Housing Services division
• Provide administrative support for program reporting requirements and documentation reviews to assist with audit readiness
• Maintain housing-related systems such as AWARDS and HASA Web for data entry and compliance tasks
• Prepare documents and track funder-related data for HRA, DOHMH, HUD, and other funding sources
• Maintain census logs, rent ledgers, and occupancy reports
• Collect and process rent checks for housing programs
• Prepare and maintain spreadsheets tracking rent payments and arrears
• Order and maintain office supplies and apartment furnishings
• Order and distribute food cards, gift cards, and MetroCards
• Take accurate meeting minutes for Housing team meetings
• Assist with special projects and related duties assigned by the supervisor
• Prepare utility stipend checks and distribute client disbursements
• Track monthly and daily MetroCard distribution for case managers and clients
• Assist with invoices and expense documentation
• Serve as a triage point for drop-in clients needing administrative support
• Provide timely assistance or redirect clients to appropriate Housing staff
• Collaborate with case managers, administrative staff, and program leadership under the Senior Director, Housing
• Support audit readiness, compliance, and responsive housing services for vulnerable and historically marginalized communities

Program Assistant, Housing

• Deliver comprehensive and effective services to individuals age 18 and up diagnosed with serious mental illness and co-occurring substance use disorders through the Assertive Community Treatment (ACT) program
• Attend and participate in daily team meetings and support the team’s record-keeping procedures
• Support maintenance of clients’ electronic health records to ensure compliance with Medicaid, New York State Office of Mental Health, New York City Department of Health and Mental Hygiene, and CASES requirements
• Maintain and update team program materials, intake packets, contact lists, and client forms
• Provide billing and Medicaid eligibility support, including weekly eligibility checks and tracking prior authorizations
• Keep entitlement information current in clients’ electronic health records
• Respond to and triage phone calls, perform receptionist duties, maintain office supplies, and check postal mail weekly
• Maintain petty cash and OMNY Card inventories, reconcile the team Amex monthly, and coordinate with the Fiscal Department
• Attend administrative and Program Assistants’ meetings
• Provide culturally competent services in accordance with CASES policies and practices
• Perform other duties as required by the Team Leader, ACT Leadership, and executive staff

• Attend and participate in daily team meetings
• Support the team’s record-keeping procedures during client clinical and case management discussions
• Maintain clients’ electronic health records to ensure compliance with Medicaid, OMH, DOHMH, and CASES requirements
• Maintain and update intake packets, program materials, contact lists, and client forms
• Provide billing and Medicaid eligibility support, including weekly eligibility checks and tracking prior authorizations
• Ensure entitlement information is current in clients’ electronic health records
• Respond to and triage calls on the team’s main program number
• Perform receptionist duties as needed and scheduled
• Maintain office supplies and check postal mail weekly
• Maintain petty cash and OMNY Card inventories
• Reconcile the team’s American Express account monthly and coordinate with the Fiscal Department
• Attend administrative and Program Assistants’ meetings
• Perform other duties as required by the Team Leader, ACT Leadership, and executive staff

• Oversee the daily operations of the Nathaniel Clinic's mental health and medical services
• Ensure the clinic waiting area is safe and welcoming for clients and family members/collaterals
• Manage and support the coordination and processing of clinic e-referrals and walk-ins
• Support medical schedulers with administrative tasks, including delegating and prioritizing tasks
• Centralize scheduling for social workers, clinical supervisors, CASACs, psychiatrists, nurses, and nurse practitioner/physician assistant staff
• Maintain up-to-date staff schedules and backfill cancelled or missed appointments
• Process referrals and monitor performance goals related to centralized scheduling
• Verify Medicaid eligibility and authorization using EPACES and Managed Care Organization portals at every client visit
• Provide training, guidance, and support to medical scheduling staff
• Support crisis intervention and emergency response situations
• Perform other duties as assigned