Program Assistant

Job description

Program Specialist: Center for Integrated Wellness

The College of New Jersey (TCNJ) School of Nursing, Health, and Exercise Science in conjunction with the School of Educations is seeking a full-time, 12-month Program Specialist to provide primary program assistance in the TCNJ Clinic, housed in the Center for Integrated Wellness (CIW). The TCNJ Clinic serves as a training center for Master and post-Master students in Counselor Education and provides long-term, low-cost counseling and therapy services to both campus and local community individuals, couples and families. The TCNJ Clinic brings the mental health component of broader based services provided by The TCNJ Center for Integrated Wellness. CIW recognizes the relationship between the mind and body, focusing on the whole person and supports therapeutic, evidence-based interventions to promote wellness and optimal mental, emotional and physical health.

Responsibilities include:

The Program Specialist helps to ensure the effectiveness of the Center by providing support to the Director and Assistant Director and assuming the major responsibility for the day-to-day administrative operations. Primary responsibilities include:

  • Ensures effectiveness of operations through communication with community residents and agencies. Greets and assists visitors. Answers questions regarding available services, monitors phone calls and email communications, checks and relays messages, problem solves unresolved issues that arise;
  • Interviews clients to complete initial confidential intake, prepares files prior to first session. Communicates with Center Director and Assistant Director on clinician assignments and refers assignments to appropriate personnel. Coordinates initial appointments with clients;
  • Effectively assesses clinic emergencies, follows appropriate emergency protocols, communicates with Director, Assistant Director, wider Campus departments and outside agencies to bring safety and resolution to emergency situations;
  • Trains Center personnel in office policies, procedures and protocols;
  • Maintains all digital systems including, but not limited to, Microsoft Office applications, Electronic Health Record, database systems and website applications. Prepares center reporting as required.
  • Collaborates with Director and Assistant Director to prepare statistical reports for center utilization and finances.
  • Manages and maintain daily Department budget as per Director. Performs accounting duties including preparing and reviewing invoices, entering client payments into appropriate data base, running revenue and transmittal reports for deposits. Reconciles budget transactions to ensure accuracy.
  • Acts as a liaison for the center at events both within the campus and local community and answers questions during these events pertaining to services. Assists in the marketing of the center to the community.


  • Graduation from an accredited college with a Bachelor's degree or an Associate's degree with two years' experience or the equivalent is required. Experienced applicants who do not possess the required education may substitute required experience on a year-for-year basis (30 credit hours are considered one year of college);
  • Experience working with highly sensitive and confidential information;
  • Previous experience in program administration and customer service. Excellent customer service, organizational and time management skills with meticulous attention to detail;
  • Related work experience including demonstrated experience with Microsoft Office software, Electronic Health Record, web-site management, database and office management, and social networking systems;
  • Effective communication skills to express ideas, concepts, or directions. Seek clarification and affirm understanding in verbal exchanges. If communication is written, thoughts are expressed with appropriate grammar, organization, and structure. Effectively demonstrate job knowledge and ability to answer queries. Knowledge and skills contribute to the work of the unit;
  • Ability to establish and maintain cooperative working relationships within department (students, faculty, staff), other offices or organizations whose functions impact assigned responsibilities;
  • Ability to comprehend, interpret and apply established state and college-wide laws, regulations, guidelines, policies, and procedures, including mental health regulations.

Preferred Qualifications:

  • 1 - 3 years' experience in higher education or academic institution, mental health or health related discipline preferred
  • Demonstrated experience working efficiently both independently and in a team environment
  • Experience with and enjoyment of working with mental health population and health care environment

This position is a New Jersey Civil Service position with the state title Program Assistant. It is aligned to the Communication Workers of America (CWA) bargaining unit. The starting salary for this position is Range 16, Step 1, $42,054.75. Permanent appointment to this position is contingent upon the successful completion of a 4-month probationary period to access the ability to perform the essential functions of the position. Salary for an internal candidate will be determined in accordance with Civil Service rules.

The College offers a generous benefits package that includes health, dental, vision and prescription plans as well as pension, paid leave time and tuition savings programs. Under a new residency bill signed into law by Governor Chris Christie, any individual hired on, or after September 1, 2011, will be required to establish a principal residence in New Jersey unless their position is exempt. New employees will have a full 365 days to establish such residence, from the effective date of hire. Any new employee who believes that they have a critical need to live outside of New Jersey, or that a move to a permanent residence within the state would constitute a hardship, may request an exemption from the provisions of the law by appealing to a five-member committee to be established by the State for the purpose of hearing such appeals.

Contact Information:

Qualified applicants should submit a letter of interest, resume and complete the application for employment. A final offer of employment will be contingent upon satisfactory completion of a background investigation.

To enrich education through diversity, The College of New Jersey is an Equal Opportunity Employer. The College has a strong commitment to achieving diversity among faculty and staff, and strongly encourages women and members of underrepresented groups to apply.




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Job No: 464
Posted: 5/17/2018
Application Due: 7/16/2018
Work Type:
Salary: Negotiable