Job Description

Job Location: Sullivan Center - Birmingham, AL 35242
Position Type: Full TimeGlenwood, Inc. is a multi-site agency that provides comprehensive services to children and adults with autism and other mental health needs. We are currently seeking a highly motivated, detail-oriented, and tech-savvy Administrative Program Assistant to join our Adult Services team. This position offers the opportunity to support both residential and day programs by providing essential administrative support across various levels and functions.

Position Summary:
The Administrative Program Assistant plays a vital role in ensuring smooth operations by supporting the documentation, scheduling, reporting, and communication needs of the Adult Services division. The ideal candidate is organized, proactive, and comfortable working in a fast-paced, multi-disciplinary environment.
Key Responsibilities:
- Scan and upload clinical documents into Therap (Electronic Health Record) promptly and accurately.
- Pull relevant data and reports from Therap to support QDDPs in completing quarterly reviews.
- Develop and maintain PowerPoint training materials for Person-Centered Plan (PCP) implementation.
- Schedule internal and external meetings, including sending invites, reminders, and calendar holds.
- Distribute annual documentation through DocuSign and track completion progress.
- Support Residential Coordinators and other staff in locating documentation within Therap.
- Distribute quarterly financial statements to guardians/parents, ensuring confidentiality.
- Collect and track required signatures on individual paperwork to ensure compliance.
- Assist in preparing materials for PCP goal development.
- Greet visitors, maintain the sign-in log, and provide assistance as needed.
- Complete and maintain logs for vehicles used in day programs.
- Manage supply inventory and ordering for Sullivan, Journey, and Community Experience programs.
- Run and distribute Therap reports (e.g., attendance) to designated staff.
Required Skills &

Qualifications:
- Strong administrative skills, including recordkeeping, file management, and proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Excellent organization, time management, and attention to detail.
- Clear, professional verbal and written communication.
- Proactive, resourceful, and able to work independently while also collaborating effectively in a team environment.
- Sound judgment, decision-making abilities, and a professional demeanor.

Qualifications

Experience: Minimum of 3 years of administrative experience; experience in the mental health field preferred.
Education:
- High school diploma or equivalent is required
- Associate’s or Bachelor’s degree in business, office administration, or related field is preferred
Glenwood is committed to a diverse and inclusive workplace. We provide equal employment opportunities to all applicants, without regard to consideration of or discrimination against race, religion, creed, color, national origin, gender, sexual orientation, gender identity, age, ancestry, physical or mental disability, medical condition or characteristics, genetic information, marital status, citizenship, veteran status or any other classification prohibited by applicable local, State, or Federal laws.