Program Assistant - Health

Position: Program Assistant - Health

Classification: Full-time, non-exempt

Salary Range: PA 01-03 ($17.44 - $18.60 – $19.68)

Hours: 40/week

Work Weeks: 52/year

Supervisor: Health Services Supervisor

Positions Supervised: None

Mission Statement 

EightCAP, Inc., improves our community by collaborating with private, government, and community organizations to deliver programs that alleviate the causes of poverty and its effects, allowing individuals to become self-sufficient.

Role Overview

The Program Assistant – Health is responsible for maintaining accurate and up-to-date health data and records for the 0-5 Head Start program. This position supports the coordination, tracking, and management of health information provided by program staff, families, and health care providers. The role assists staff and content area supervisors in ensuring compliance with Head Start Performance Standards and applicable state and federal health requirements. Provides administrative and clerical support to promote efficient program operations and timely delivery of health services for enrolled children and families.

Key Responsibilities

1. Health Record Management: Maintaining accurate and confidential participant health records, including physicals, immunizations, dental exams, screenings, and follow-up care.
2. Data Entry and System Tracking: Entering, updating, and managing health data in program databases and tracking systems.
3. Standards Monitoring: Monitoring alignment with Head Start Performance Standards, program policies/procedures, and state/federal health requirements.
4. Service Coordination and Follow-Up: Tracking required health services and following up with families and providers to ensure completion of needed care.
5. Communication: Communicating with families and staff regarding health requirements, missing documentation, and upcoming health needs.
6. Administrative and Reporting Support: Supporting health staff with administrative tasks, documentation, reporting, and correspondence.
7. Confidentiality and Regulatory Adherence: Ensuring confidentiality of records and adherence to HIPAA, Head Start Performance Standards, and program policies.
8. General Program Support: Assisting with data for planning and monitoring, participating in meetings and training, and providing general office support as needed.
9. Perform Other Duties as Assigned.

Our CORE Values at Work 

1. Accountability: Partners with 0-5 Head Start staff to identify missing health documentation, follows through on assigned next steps, and confirms all updates are accurately recorded and shared to ensure the team has current information to support families.
2. Communication: Provides staff and families with clear, supportive explanations of required health screenings, offers timely reminders or updates regarding upcoming appointments and missing documentation. Maintains professional communication with health providers to coordinate services and ensure follow-through on required health needs.
3. Compassion: Offers understanding and encouragement when challenges arise, such as scheduling conflicts, transportation needs, or access to providers, and works alongside staff and community partners to identify practical solutions.
4. Empowerment: Provides accurate data to empower staff to understand health requirements and to take an active role in their clients’ care by building their confidence to navigate screenings, immunizations and follow-up services for long-term positive health outcomes.

Qualifications 

• High School Diploma or GED, associate’s degree or coursework in health services, human services, or related field preferred.
• Proficient in computer systems, including data entry, database management, and Microsoft Office.
• Ability to communicate effectively and positively and work collaboratively with others including staff, families, agency representatives, service providers and community organizations in a non-judgmental way.
• Understanding of mandated reporting requirements, including the ability to recognize, document, and report suspected child abuse or neglect in accordance with state law and program procedures.
• Must successfully complete all required state and federal background clearances.

Work Environment

This position operates primarily within an office setting. The environment is fast-paced and collaborative, with frequent interaction with staff, families, community partners, and health care providers. Work involves regular use of computers, phones, and office equipment, and managing multiple priorities and deadlines. The office is typically moderately noisy with frequent interruptions, requiring strong organization and flexibility.

Travel Requirements

Local travel between program sites, training locations, meetings, and community events may be required. The employee must possess a valid Michigan driver’s license, maintain an acceptable driving record, and have reliable transportation available for work-related travel.

Physical Requirements

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

The physical requirements of this position include:

• Ability to sit for extended periods while working at a computer or desk.
• Frequent use of hands and fingers for typing, data entry, writing, and operating standard office equipment, including computers, phones, and printers.
• Ability to stand, walk, bend, and reach occasionally for filing, copying, and retrieving materials.
• Ability to lift, carry, and move light items such as files, office supplies, or equipment (generally up to 20–25 pounds).
• Visual and auditory ability to read documents, view computer screens, and communicate effectively in person, by phone, and electronically.
• Ability to focus and work accurately in an environment with frequent interruptions and competing priorities.

Benefits 

Benefits include health, dental, vision, life insurance, AD&D, medical flex, and a 401k with a 5% employer match on your one-year anniversary.  

Employment At-Will Statement
This job description is intended to describe the general nature and level of work being performed by the employee assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Employment with EightCAP, Inc. is at-will, meaning either the employee or the organization may terminate the employment relationship at any time, with or without notice, and with or without cause, consistent with applicable law.

Equal Employment Opportunity Statement

EightCAP, Inc. is an equal opportunity employer committed to creating an inclusive and respectful workplace.