Program Assistant Children and Youth with Special Health Care Needs

At Children’s Wisconsin, we believe kids deserve the best.

Children’s Wisconsin is a nationally recognized health system dedicated solely to the health and well-being of children. We provide primary care, specialty care, urgent care, emergency care, community health services, foster and adoption services, child and family counseling, child advocacy services and family resource centers. Our reputation draws patients and families from around the country.

We offer a wide variety of rewarding career opportunities and are seeking individuals dedicated to helping us achieve our vision of the healthiest kids in the country. If you want to work for an organization that makes a difference for children and families, and encourages you to be at your best every day, please apply today.

Please follow this link for a closer look at what it’s like to work at Children’s Wisconsin: https://www.instagram.com/lifeatcw/

Job Summary:
Serves as the first contact between the Daniel M Soref Family Resource Center and the Southeast Regional Center for Children and Youth with Special Health Care needs and its visitors. Provides hospitality, welcome, and assistance to visitors who walk in or call while assuring a safe and secure environment is maintained. Directs visitors to the appropriate resource or staff person within the Center. Answers questions about basic department functions and family amenities. Provides administrative support to the DMS Family Resource Center and other CYSHCN Title V grant funded programs as needed.

Essential Functions:

• Receives and greets all visitors in a welcoming manner, ensuring confidentiality.

• Answers phone calls using appropriate greeting and responds to general inquiries in a timely manner. Demonstrates ability to collect necessary information to make accurate referrals according to department protocol.

• Helps families with basic information about the computers and provides support to families interested in the use of the business center.

• Accurately collects information from families to assure appropriate check out of resources.

• Promotes center activities and events, and facilitates registration when appropriate. Supports Family Resource Center Coordinator with planning and executing of center programming.

• Responsible for opening and closing the center according to established standards.

• Arranges departmental meetings to include attendee schedules, room arrangements, audio-visual and dietary needs.

• Maintains neat and orderly appearance of all supplies, back office areas, library, and family spaces within the Daniel M. Soref Family Resource Center. Sorts and distributes center mail.

• Responsible for purchasing, organizing and stocking office and kitchen supplies.

• Handles facility and environmental services issues that arise. Proactively follows through with needed communication at the end of a shift. Coordinates regular facility maintenance such as carpet and window cleaning.

Legacy Essential Functions:

• Maintains and operates office equipment (i.e. fax, copier, shared printers etc.)

• Provides support for processing check requests, purchase orders, and tracking of expenses according to department policy as requested.

• Coordinates all materials for the library to include ordering, follow-up on overdue materials, updating library circulation software, labeling and filing. Responsible for completing regular physical inventory and reconciliation with database.

• Cleans out old materials such DVD cases and labels replacing them. Removes out dated or underutilized DVDs/Games from system as needed. Shares process and status updates with other staff to ensure consistent customer service and good communication across the team.

• Coordinates donated leisure reading material, child, youth and adult, in partnership with Volunteer Services. Oversees the game cabinet, leisure magazines and children’s toys and activities available in the center. Maintains resources ensuring they follow best and safest care practices.

• Coordinates special requests for information and resources center displayed within the DMS FRC. With broad input, coordinates rotating special resource events and displays throughout the year in the Center.

• Supports entry of resource library books and materials as requested. Provides other data entry support as needed.

• Maintains required statistics and spreadsheets according to department policy.

• Updates program and center policy and procedure manuals as requested.

• Makes updates to Southeast Regional Center website and calendar. Updates the DMS Family Resource Center library website.

• Provides support with data collection and entry for all grant funded programs in accordance with program and grant required protocols and documentation standards.

• Supports Center communication by updating tracking sheets, mailboxes, office signage for staff new to the Center.

Education:

• High School graduate or Certificate of General Educational Development (GED) or High School Equivalency Diploma (HSED) Required

Experience:

• 2+ years related experience Required

• Customer Service experience in an office, library or healthcare setting Preferred

Knowledge, Skills and Abilities

• Requires excellent interpersonal and customer service skills and the ability to interact professionally with diverse patients, families and professionals.

• Demonstrated ability to work as a front line resource for customers.

• Requires good organizational skills necessary to handle a variety of duties in a fast-paced environment.

• Ability to sit for extended periods of time while performing clerical duties.

• Accurate data entry skills required. Possesses computer and word processing skills, including Microsoft Office products.

Required for All Jobs:

• This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that may be requested in the performance of this job.

• Employment is at-will. This document does not create an employment contract, implied or otherwise.

Children's Wisconsin is an equal opportunity / affirmative action employer. We are committed to creating a diverse and inclusive environment for all employees. We treat everyone with dignity, respect, and fairness. We do not discriminate against any person on the basis of race, color, religion, sex, gender, gender identity and/or expression, sexual orientation, national origin, age, disability, veteran status, or any other status or condition protected by the law.

Certifications/Licenses: