Program Assistant

Description

The Program Assistant supports the Therapeutic Foster Care (TFC) Program by providing high-level administrative, operational, and procedural support to ensure safety, quality, and efficiency of services. This position plays a critical role in maintaining regulatory compliance, supporting foster families, monitoring documentation systems, managing food services, overseeing purchasing approvals, supporting youth recreational programming, and developing standardized operating procedures to promote consistency and accountability.

The ideal candidate is detail-oriented, organized, proactive, and committed to the mission of serving children and families impacted by trauma.

Administrative & Program Support

* Provide administrative support to the Therapeutic Foster Care team.

* Maintain organized electronic and physical program files in accordance with licensing and accreditation standards.

* Assist with scheduling meetings, foster parent events, and youth activities.

* Prepare reports, spreadsheets, and internal tracking documents.

* Support onboarding logistics for foster families (paperwork tracking, checklist monitoring).
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- Recreational Activities & Youth Engagement Support

* Support coordination of on-campus and off-campus recreational activities for children and youth.

* Assist with event planning logistics (transportation coordination, supplies, permissions, schedules).

* Ensure required permission forms and documentation are completed prior to off-campus events.

* Track youth participation in recreational and enrichment activities.

* Enter and verify recreational activity documentation in Extended Reach.

* Maintain a monthly recreational activity tracking report for program leadership.

* Assist in monitoring recreational expenditures and ensuring alignment with approved budgets.

* Promote trauma-informed, developmentally appropriate activities that support well-being.
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- Food Program Administration (NSLP) & Health E Pro

* Coordinate and submit food orders under National School Lunch Program (NSLP) guidelines.

* Maintain accurate food inventory logs.

* Monitor compliance with meal pattern requirements and documentation.

* Track food usage, reconcile orders, and report discrepancies.

* Prepare documentation for audits and regulatory reviews.

* Conduct routine food inventory spot checks to ensure compliance and minimize waste.

* Compile and prepare monthly food documentation for Monthly NSLP reporting

* Enter, review, and monitor data in Health-e Pro (or equivalent case management system).

* Ensure timely and accurate data entry for youth services, placements, recreational participation, and compliance documentation.

* Conduct routine quality assurance reviews of:

o Extended Reach data entries (including recreational tracking)

o Service documentation

* Spot-check files for accuracy, completeness, and regulatory compliance.

* Identify documentation gaps and notify supervisors for corrective action.

* Assist with audit preparation (state, licensing, internal QA).
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- Extended Reach Monitoring

* Review and verify Extended Reach data entries for accuracy and completeness.

* Track submission deadlines and required documentation.

* Monitor entry of youth recreational activities to ensure compliance with reporting standards.

* Provide summary reports to program leadership.

* Support corrective action processes for incomplete or inaccurate entries.

Program Support

* Track medical, dental, and behavioral health documentation as required.

* Support foster home compliance tracking (training hours, background checks, certifications).

* Maintain updated program rosters and placement lists.

* Monitor supply inventory and coordinate purchasing as needed.

* Assist with incident report tracking and filing.

* Support adherence to Nevada child welfare licensing regulations.

* Assist with internal compliance reviews and corrective action follow-up.

* Maintain confidentiality in accordance with HIPAA and child welfare standards.

* Ensure documentation meets agency, state, and federal guidelines.

* Ensure recreational activities are documented and tracked in compliance with Extended Reach requirements.

* Promote continuous quality improvement through procedural standardization.

The ideal candidate will have experience reviewing financial documentation or expense approval and the Ability to manage multiple deadlines in a fast-paced environment.

Experience with case management systems (Health e-Pro or similar, and strong organizational and time management skills.

Requirements

* High school diploma required;

* Associate's or Bachelor's degree preferred (Social Services, Business Administration, or related field).

* Minimum 2 years administrative experience (child welfare or healthcare preferred)

* Valid driver's license and ability to pass background clearance.