Program Assistant - Health Care at Family Centers

Greenwich, Connecticut, United States -

Full Time

Start Date

Immediate

Expiry Date

23 May, 26

Salary

24.0

Posted On

22 Feb, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Organization, Time Management, Prioritization, Written Communication, Verbal Communication, Attention To Detail, Microsoft Outlook, Microsoft Teams, Microsoft Word, Microsoft Excel, Microsoft Powerpoint, Confidentiality, Email Management, Triage, Policy Formatting, Research

Industry

Civic and Social Organizations

Description

Program Assistant - Part Time (20 hours/week) Overview Family Centers is currently seeking a highly organized, proactive, and detail‑oriented Program Assistant to support the Director of FQHC Medical & Dental Services and our health center programs. This role supports management by strengthening administrative capacity and improving leadership efficiency within a mission‑driven healthcare organization. This part-time position requires daily availability, working 4 hours per day, 5 days per week, with a 10am-2pm schedule preferred to align with leadership activity and operational needs. Responsibilities Program Support & Administrative Operations: * Review, filter, organize, and prioritize incoming emails for the Director as needed; flag critical items and draft/provide response support as appropriate. * Convert verbal guidance from leadership into clear, structured notes, documents, and presentations. * Manage calendars, schedule meetings, and coordinate logistics on behalf of Director. * Draft, edit, and format communications, reports, memos, agendas, and professional correspondence. * Prepare meeting materials and capture accurate action items, next steps, and deadlines. * Prepare, collect, and reconcile receipts and packing slips, ensuring they align with corresponding invoices and payment requests to streamline management’s review and approval process. * Maintain organized digital files, standard operating procedures, policies, and other operational documentation. Operational & Project Coordination: * Support daily operational needs and help improve leadership workflow efficiency. * Maintain dashboards, trackers, timelines, spreadsheets, and project documentation. * Assist with formatting, updating, and aligning policies and procedures with compliance standards. * Conduct research and convert findings into concise summaries. * Help develop templates, standardized forms, communication materials, and PowerPoint presentations. Quality, Compliance & Patient Experience: * Assist with documentation for HRSA, Joint Commission, and internal audits. * Track corrective actions, training compliance, policy updates, and related quality metrics. * Support initiatives aimed at improving patient experience and operational workflow efficiency. Requirements * 2+ years of experience as a program assistant, administrative assistant, coordinator, or similar role (healthcare preferred). * Exceptional organization and time‑management skills with the ability to prioritize tasks. * Strong written and verbal communication skills. * Strong attention to detail and ability to independently follow through on tasks. * High proficiency in Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint). * Professionalism, discretion, and commitment to confidentiality. * Ability to manage and triage executive email inboxes with clarity, judgment, and accuracy. Preferred * Experience supporting leadership in healthcare, nonprofit, or operations‑driven environments. * Familiarity with healthcare, health equity, or compliance environments. * Knowledge of project management tools or methodologies. * Skill in turning verbal direction into structured deliverables. Compensation $24.00 per hour About Family Centers Family Centers is a private, nonprofit organization offering health, education and human service programs to children, adults and families in Fairfield County. Our team includes 300 professionals and over 500 trained volunteers who collaborate to provide our communities with a wide range of responsive and innovative services. Through our comprehensive network of services, more than 26,000 children, adults, families and communities receive the care, encouragement and resources needed to realize their potential. Family Centers has consistently been recognized as one of the Top Workplaces in Western Connecticut by Hearst Connecticut Media and holds a perfect 100 Encompass rating from Charity Navigator. For more information, please visit www.familycenters.org/careers [www.familycenters.org/careers]. Family Centers is committed to providing equal employment opportunities to all applicants and employees as indicated in applicable federal and/or state laws.

Responsibilities

This role involves providing comprehensive administrative support to the Director of FQHC Medical & Dental Services by managing communications, scheduling, drafting documents, and handling operational tasks to enhance leadership efficiency. Key duties include filtering emails, preparing meeting materials, reconciling receipts, and maintaining organized digital documentation and operational procedures.