Clinical Programs Assistant

Department:  Women's Way Date: July 2026 Position: Clinical Program Assistant Reports to: Clinical Operations Director Status: Full-Time, non-exempt Hourly Pay range: $19.00 to $21.00

JOB SUMMARY: Under the supervision of the Clinical Director, the Clinical Programs Assistant provides administrative, operational, and client support across the continuum of clinical services at FTS. The position coordinates billing, contract utilization, census tracking, client benefits and resource access, records compliance, regulatory reporting, and data collection to support effective program operations and service delivery. This role requires strong organizational and multitasking skills while maintaining program data, supporting reporting requirements, managing records, and assisting with billing and operational functions. QUALIFICATIONS: Preferred bachelor’s degree in business or human services. Minimum high school diploma with working knowledge of computers and basic office equipment. Equivalent experience in the operations of human service programs may be substituted for education. Valid Hawaii State driver license required.

ESSENTIAL FUNCTIONS:

• Maintain census, service utilization, billing, and contract utilization tracking across residential, outpatient, and family service programs; collaborate with Accounting, Admissions, and Clinical Team Leads to support accurate billing, reporting, and compliance.
• Maintain required program and contract reports, including DHS Client Eligibility Listings, Charitable Choice documentation, Daily Count & Census tracking, client follow-up activities, and other records necessary to meet agency, state, federal, and contractual requirements.
• Support quality improvement activities, including documentation reviews, outcome tracking, federal assessments, and data collection.
• Maintain and monitor client records for completeness, timeliness, and compliance in both electronic and hard-copy formats.
• Provide administrative support for clinical meetings, training, and programming.
• Coordinates billing, contract utilization, census tracking, client benefits and resource access, records compliance, regulatory reporting, and administrative functions to support effective program operations and service delivery across the continuum of care.
• Cross-trained to receive and document client payments, including Electronic Benefit Transfer (EBT) transactions, in accordance with agency policy.
• Assist clients with determining eligibility for public benefits, completing applications, obtaining required documentation, and navigating benefit systems and community resources.
• Collaborate with program coordinators, supervisors, and administrative departments to support effective program operations and service delivery.
• Perform other duties as assigned to support clinical operations and agency objectives.
• Additional Employee Responsibilities at FTS:

1. Responsible for regular attendance and notification of any absences (at least 3 hours prior to start of shift) or requests to flex schedule (allowed only after proper approval received).
2. Use of TSA approved communication devices only (i.e. work email and work phone numbers). Timely response (within 24 business hours) to calls/texts/emails is expected.
3. Correctly and promptly follow specified agency procedures required for the appropriate handling of all Emergency Response Codes.
4. Participate in mandatory FTS trainings and quarterly staff meetings to keep updated with best practices and agency news.
5. All employees are considered mandated reporters for child abuse/neglect and will follow agency and state reporting requirements as well as be responsible for maintaining training and practices on abuse prevention.
6. Complete an annual health evaluations and TB clearances (per OHCA licensing regulations) and any other additional contract or licensing related employee requirements. Provide completed documentation to Administration.
7. Maintains work area in a neat, orderly and sanitary manner.
8. Perform other related duties as may be required or assigned to meet program needs.

Benefits include, but are not limited to, medical and dental coverage, employer-paid retirement benefits, employee discounts, 13 paid holidays per year, free parking, and additional great perks designed to support work-life balance and employee well-being

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran