Program Office Assistant; Cap

PROGRAM OFFICE ASSISTANT (CAP)

Navy Region Mid-Atlantic Fleet and Family Readiness (FFR)

Summary: Serve as a Counseling Advocacy and Prevention (CAP) Program Office Assistant within Commander, Navy Installations Command (CNIC), Fleet and Family Readiness Department (N9), Family Readiness Division (N91), Fleet and Family Support Program (FFSP). The primary purpose of this position is to provide a wide range of administrative support and assistance that directly supports professional counselors performing clinical counseling and Family Advocacy Program (FAP) case management.

• Screen intake calls appropriately and ensure calls are routed to theVERY duty intake counselor, to the CAP Supervisor, and other immediate staff for immediate assistance.
• Schedule routine appointments for clients and convey appointment information, general information on CAP services and information on civilian/community/military resourcesetri to clients.
• Contact officials of other agencies in the community such as hospitals, local Departments of Welfare Services, military and civilian local law enforcement agencies, etc.
• Provide full administrative support for the Incident Determination Committee meeting, the Clinical Case Staff Meeting (IDC/CCSM) and the Multi‑Disciplinary Team (MDT) meetings. Maintain the bi‑weekly IDC/CCSM/MDT agendas, compile case presentation packets, provide meeting notifications and reminders for IDC team members, coordinate participation requirements, record and compose meeting minutes outlining case determinations, treatment recommendations, and case status updates, and prepare IDC/CCSM notification, determination and closing letters.
• Maintain records in the proper format, protect against improper disclosure of personally identifiable information, keep record cabinets under a double‑lock system, purge case records annually, and prepare records for archiving as required.
• Perform various administrative office support functions such as faxing, filing, preparing IDC/CCSM/MDT letters for mailing, copying, collating information for reports, and ensuring deadlines are met.
• Maintain staff calendars, schedule appointments, coordinate conferences—including time, participants, and meeting locations—assemble background material as instructed by the supervisor, keep supervisors informed of conflicts, reschedule appointments when necessary, and make calendars available to minimize scheduling conflicts.
• Assist new staff with initial in‑processing requirements, including completing security paperwork and training for Navy IT equipment access, obtaining employee badges and parking passes, setting up work spaces, and securing phone passwords and voicemail access.  frontline customer service by assessing needs of individuals seeking assistance, explaining the CAP program, and guiding them to appropriate resources, while managing interactions with distressed, defensive, or frustrated individuals with professionalism and adherence to program protocols.
• Operate a computer and peripheral equipment, use multiple.emit office automation software, produce correspondence, reports, presentations, briefing materials, edit and reformat electronic drafts, maintain office databases, input statistical information into the ACCESS longitude system and the FFSC Management Information Systems as required.
• Assist the FFSC Director and the FAP Supervisor with fiscal budget management: track supplies and materials needed to support clinical programs, initiate purchase requests utilizing DoD FedMALL and other resources, prepare material purchase requests for review, monitor spending and verify purchase accuracy, and maintain the budget binder to ensure it accurately reflects center purchases.
• Assist staff with processing travel and training requests by reviewing travel and reimbursement requests for accuracy, forwarding them to the appropriate POC for processing, and reviewing training requests before forwarding them to the CAP supervisor for acceptance.
• May assist with reserving lodging for TADs.
• Perform other duties as assigned.

• Must pass all applicable records and background checks.
• Must successfully pass the…