Program Management Support Specialist

Job Title: Program Management Support Specialist

Department: Behavioral Health Services

Reports to: Director of Clinical Services

Location: Hybrid

This position offers a starting salary range of $35,325 - $42,390 per year, depending on experience and qualifications.

Children’s Center of Wayne County (TCC) The Children’s Center, founded in 1929, provides evidence-based clinical therapy to children who deal with mental, behavioral, emotional, intellectual, and developmental health and educational challenges or may have experienced trauma.   

Child Welfare: In addition to the clinical therapy programs offered, The Children’s Center places children in licensed foster homes, and supports them throughout their time in the child welfare system.    

Child Well-being + Family Success: We operate an onsite family success center that promotes child-wellbeing and offers children and youth from all walks of life to access relevant mental health crisis prevention and child abuse and neglect prevention services. 

Advocacy: We champion child and youth well-being for those experiencing poverty-related issues, those within the child welfare system, and those in need of evidence-based, clinical therapy.  

TCC’s mission is to help children and families shape their own futures.  If as many children as possible, and their families can easily access comprehensive, evidence-based, clinical therapy that is integrated into and supports their everyday lives then, children will experience an improved quality of life where they have a true sense of agency and empowerment in their lives.  

We embrace and demonstrate a set of Core Values as the foundation of our culture.  They define how we do what we do, and what we value in our work with each other and our community.  Daily demonstration of these values, in mindset and behavior, is required to be successful as a TCC team member.  

• Dedicated-We are devoted, dedicated and always willing to pitch to accomplish our mission.
• Passionate-We are passionate about what we do and helping the people we serve.    
• Accountable-We do what we say and accomplish all aspects of our responsibilities.    
• Can Do Attitude- We approach our responsibilities with a positive attitude.   
• Respectful- We always treat co-workers, donors, children and families with the utmost respect, courtesy, and patience.  

Job Summary 

The Program Management Support Specialist provides high level administrative and organizational support to the Clinical Director and assigned programs. This role ensures the smooth, efficient operation of clinical programming by managing scheduling, communication, documentation, reporting, and departmental coordination. This role serves as a central hub for information flow between leadership, staff, and external partners. 

Job Requirements 

• High school diploma required, associate’s degree preferred 
• Minimum 3 years of experience providing administrative support to senior level leadership 
• Highly proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint) and comfort with EMR systems. 
• Certified training in Microsoft Excel and the ability to interpret pivot tables to organize, analyze, and summarize complex data. 
• Previous experience in a role assessing information, identifying issues, and developing effective solutions 
• Ability to independently follow complex oral and written instructions, with a high-level attention to detail. 
• Ability to receive and exchange information and accurately and effectively communicate with others. 
• Must be able to provide clearance that there is no record and/or convictions as a perpetrator of child abuse and/or neglect in the State of Michigan Child Abuse/Neglect Central Registry and other states of residency over the past 5 years. 

Essential Functions 

• Provide general operational support to ensure efficient functioning of clinical programs. 
• Assist with day-to-day office organization, process and filing, including but not limited to purchasing, supply requisition, client correspondence, calendar updates, emails and general mail distribution. 
• Take and maintain meeting minutes and appropriate documentation for department staff and other meetings, trainings, and work groups as requested by the leadership team. 
• Coordinate the scheduling of all internal and external meetings, including but not limited to processing meeting request forms, verifying availability and attendance, and when necessary canceling/rescheduling meetings when conflict/cancellation arises. 
• Outbound engagement calls to clients, as needed 
• Manage Redcap data entry for clients receiving Parent Support Partner services. 
• Routinely monitoring of programmatic needs which includes but is not limited to supplies, equipment, needs of the programs, etc. 
• Manage expense and reimbursement documentation for the Director and Clinical Services and assigned programs, including preparing, submitting, and reconciling expense reports.  
• Track departmental spending to ensure alignment with annual budget guidelines.  
• Maintain organized records of invoices, purchase requests, and departmental expenditures for review by leadership. 
• Data management and reporting including collection, tracking, integration, formatting, reviewing, distributing, etc. 
• Tracks clinical subscriptions/contracts timeliness, renewals and required documentation for external partners 
• Resource mining, including researching, reviewing, analyzing, extracting relevant information, filing, sharing, providing recommendations, etc. 
• Assist with special projects, as assigned.

KPI’s 

• Timely and accurate completion of external requests for information following current business practice within two business days of receipt of request 90% of the time. 
• Timely and accurate completion of meeting minutes within 3 business days of meeting and distributed to the meeting chair for review and then to attendees within one week of next meeting. 
• Maintain a customer satisfaction rate of at least 90% and have fewer than 1 documented complaints. 
• Active participation in supervision, no less than on a bi-weekly basis, or consistent with regulatory standards. 
• Attend the required Agency and regulatory trainings and additional trainings based upon your position. 

Additional Functions 

• Contribute to a positive workplace culture that demonstrates evidence of high accountability, inclusivity, and collaboration.  
• Demonstrate a commitment to anti-racist practices, diversity, equity, and inclusion in the workplace. 
• Actively support and encourage creating a safe, welcoming, and inclusive administrative and service delivery environments. 
• Adhere to best practices, ethical standards, and compliance with relevant laws and regulations.  
• Assist with capacity report set up, capacity report data entry and run/create ad hoc report 
• Monitor service activities, creating/managing logs, run and distribute data reports 
• Assist with additional tasks and/or special projects, as assigned by supervisor. 

Physical Requirements 

• Ability to traverse stairs and other uneven terrain to gain access to and to maneuver throughout offsite locations including office buildings and special event locations. 
• Ability to prepare and inspect documents in hard copy or electronic format. Ability to tolerate exposure to computer screens and operate computer/keyboard and other office equipment on a frequent and/or continuous basis. 
• Ability to receive and exchange information and accurately and effectively communicate and converse with others. 
• Ability to lift 10 lbs or more. 
• Ability to convey detailed instructions or ideas accurately. 
• Ability to sit for extended periods of time. 

Other 

N/A 

Robust Health Care and Benefit Package including:    

• Medical  
• Vision and Dental Plans 
• Matching 3% 403(b) retirement plan after one year, fully vested after two years of employment  
• 80 hours of paid time off after 90 days, 120 hours of paid time off your first year, 160 hours your 2nd, 3rd and 4th year, 200 hours every year beginning your 5th year 
• Accrued Paid Sick Time 
• 11 paid holidays 
• Life Insurance (Employer-Provided) 
• Short Term & Long Term Disability sponsored 100% by The Children’s Center 
• Longevity Pay   
• Health Savings Account  
• Dependent Care Account 
• Tuition reimbursement  
• Employee Assistance 

Voluntary Benefits 

• Critical Illness 
• Accident 
• Voluntary Life, voluntary spouse and dependent life 
•  Pet Insurance 
•  Legal Shield (prepaid legal services) 

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or national origin.