Skip to main content

Position Closed

Program Assistant

The Institute for Health and Recovery (IHR) is a statewide service, research, policy, program development and capacity building agency. IHR designs its services based on an understanding of the impact of trauma. IHR’s mission is to develop a comprehensive continuum of care for families, individuals, youth and pregnant and parenting women affected by alcohol, tobacco and other drug use, violence/trauma, mental health challenges and other health issues. IHR’s CARF accredited treatment programs provide holistic interventions for hard to reach and high-risk individuals and families.

Summary Statement

The Program Assistant will provide essential administrative support to a discrete portfolio of programs and agency-wide operational support. This position entails traditional administrative tasks as well as project-based work.

Reports to

Operations Manager

Essential Functions

  • Provide support to programs that offer behavioral health services to families and capacity building services to providers across the state. Examples of duties may include:
    • Conduct data entry and quality control for supported programs, analyze data for monthly and quarterly reports
    • Revise or create new systems and processes for supported program (e.g. attendance tracking, databases for evaluations)
    • Compile, edit, and/or submit reports to funders for supported programs
    • Prepare, update and track training contracts
    • Coordinate training logistics, including preparation of materials for training, equipment needs, catering/food orders, and venue booking
    • Format and proof read PowerPoints and other presentation materials according to established guidelines, print and assemble presentation handouts
    • Provide in-person support at bi-annual 2-day Nurturing Program training, including managing the registration process, processing payments, sign-in/out, and set up room, food and coffee
    • Conduct internet research for supported programs
    • Provide backup coverage for outpatient program referrals, intake and assignment
    • Provide backup support to Executive Director and other programs as needed
  • Provide cross-agency operational support. Examples of duties may include:
    • Provide backup phone/front desk coverage for the agency’s incoming calls, receiving and directing in-person clients and visitors
    • Prepare new Qualified Service Organization Agreement(QSOAs) for partner agencies, track existing QSOAs for expiration and facilitate renewal of agreements
    • Logistics coordination for out-of-state staff travel and/or for conferences and other events
    • Preparation and room set-up for office meetings and special events, including monthly agency staff meeting
    • Facilitate process for moving files into offsite storage for record management, maintain inventory of agency’s offsite files, coordinate shredding of files according to funder/license requirements
    • Assist with special projects related to funding/licensing/accreditation compliance
    • Assist with product orders; office supply and ordering, when the need arises
    • Maintain common areas and troubleshoot fax and photocopy machines
  • Provide administrative support to program and/or admin directors. Examples of duties may include:
    • Scheduling meetings, electronic and paper filling, general typing, and CV maintenance
    • Proofread, format and edit documents; meeting minutes
    • Research, edit and distribute scholarly publications, library requests and literature
    • Conduct daily grant search for funding opportunities and maintain grant log
    • Perform demographic research and assist with statements of need for grant proposals
  • Other support as assigned by Executive and Assistant Directors, and Operations Manager.
  • Communicate with IHR’s main office in Cambridge through use of shared online calendars, sign in–out board, time sheets, and check in/out with supervisor;
  • Attend team and agency staff meetings;
  • Regular attendance and punctuality is required
  • Other related duties
  • Flexible work hours


  • Communication
  • Teamwork
  • Problem Solving
  • Development and Continual Learning
  • Adaptability and Flexibility
  • Valuing Diversity
  • Customer Focus


  • Bachelor’s degree or equivalent experience preferred
  • At least 2 years of professional office experience (non-profit experience preferred)
  • Thorough knowledge of MS Office, especially in formatting and troubleshooting
  • Experience working with databases to enter and manipulate data
  • Superior attention to detail and organizational skills
  • Strong sense of responsibility and ownership of projects
  • High-energy; productive, proactive, and reliable; ability to multi-task
  • Ability to prioritize requests and resolve problems
  • Must possess polished, mature communication skills (written, verbal, phone manner, etc.)
  • Ability to work independently as well as part of a team, often under tight deadlines and in a fast-paced environment

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit: stand; walk; use hands to finger, handle or feel; and reach with hands and arms. This position requires the ability to occasionally products and supplies weighing up to 10 pounds.

Reasonable accommodation will be made for otherwise qualified individuals with a disability.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. This job description is subject to change at any time.

IHR offers a rewarding work environment with competitive salary, generous benefits and a strong commitment to diversity. IHR is proud to be an equal opportunity employer, seeking to create and welcoming a diverse environment. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

Program Assistant
40 hrs/wk
Cambridge, Mass.
Position Closed