Program Administrator in Bennington, Vermont at United Counseling Service of Bennington County Inc

Why join UCS?Since 1958, United Counseling Service (UCS) has been dedicated to providing exceptional care and support to individuals and families in our community. Through a wide range of programs, services, and educational opportunities, we strive to meet the diverse needs of those we serve. Our team includes professionals from various fields, including administration, clinical services, nursing, education, case management, psychiatry, and direct support, working across 17 facilities throughout Bennington County.As a proud affiliate of Vermont Care Partners—a statewide network of 16 non-profit community-based agencies—we deliver comprehensive mental health, substance use, and intellectual and developmental services across Vermont. We are currently seeking compassionate, motivated team players to join us in making a positive impact and building a stronger community.

UCS Offers Generous Benefits

• Competitive pay
• Generous paid time off
• Medical, dental, and vision insurance
• Retirement plan with employer match
• Employer paid life insurance
• Employer paid short term and long-term disability insurance
• Employee Assistance Program
• Career development opportunities
• Free clinical supervision towards licensure
• Loan repayment and tuition assistance program
• Award winning worksite wellness program
• An inclusive workplace supported by an active Diversity, Equity, Inclusion, and Belonging committee.
• Rewarding experience making a difference in the community.

We believe a dynamic and inclusive workforce will strengthen our organization and enhance the services we provide. Therefore, it is our goal to hire a diverse workforce and cultivate a culture where our employees feel accepted and included, hold a valued place within our organization and are equally able to contribute to their fullest extent, assisting in fulfilling our mission of building a stronger community.

Under the direction of the Office Manager, the Program Administrator provides administrative and client support services to the administrative and clinical staff of the Developmental Services division. The position supports effective service delivery by providing exceptional customer service, maintaining accurate records and administrative systems, coordinating intake and office functions, and supporting timely communication with clients, staff, providers, and external partners.

Section A: ESSENTIAL DUTIES AND RESPONSIBILITIES

1.1 Client Intake:

• Conduct initial intake interviews collect, verify, and update demographic, medical, legal, insurance, and case information.
• Provides clients with relevant documentation, such as consent forms and intake questionnaires. Addresses any questions or concerns that clients may have during the intake process, providing them with clear and accurate information.
• Coordinate with staff to support a smooth transition from intake to services, assist with scheduling, follow up on missing information, and verify intake documentation for completeness and compliance.

1.2 Client and Staff Engagement:

• Communicate with clients and staff in person, by telephone, text, and email regarding appointments and follow-up; maintain divisional petty cash.

1.3 Clerical:

• Provides clerical support, including management reports, meeting minutes, correspondence, agendas, agency forms, paper/electronic files, copying, faxing, information dissemination, project/report support, and the on-call schedule.

1.4 Administrative:

• Review and process invoices; assist with purchase requisitions and blanket purchase orders; update client demographics in the electronic medical record; maintain the DS distribution group.
• Develop and update shared living provider contracts; maintain shared living provider information and insurance documentation.
• Communicate respite-budget changes to the State of Vermont contracted fiscal agent; monitor respite budgets and communicate needs to the DS Division Director.
• Attends the DS Advisory Meeting.

1.5 Record Keeping:

• Complete annual client financial investigations.
• Assists in being a Rep Payee providing checks as needed
• Verification for Shared Living for MARs monthly.
• Enter ARIS data for HIM upload; and enter client services into the EHR as directed.

1.6 Miscellaneous:

• Open and/or close the agency’s facilities as necessary following agency checklists.
• Calmly respond to emergency situations and help maintain client and staff safety.
• Works closely with the Office Administrator DS and Office manager in resolving issues and initiating new procedures.
• Coordinate events and meetings; support office procedures and equipment troubleshooting.
• Order/maintain office supplies.
• Requisition Forms, as needed.
• Assist with special projects in the DS department as assigned.

*In addition to the above, other duties as assigned.

QUALIFICATIONS / EDUCATION / EXPERIENCE:

• High School Diploma, advanced office knowledge
• 2-3 years of administrative experience working in a front desk support capacity.
• Strong computer skills with using Microsoft Office and electronic health record preferred.
• Valid Driver's License.