Project Assistant | Administrative Assistant

Job Description

Job Description

About CLARE|MATRIX: CLARE|MATRIX is a nonprofit organization providing effective and compassionate treatment, recovery, and prevention services for alcoholism and substance use to individuals, families, and the community. Headquartered in Santa Monica, CA, CLARE|MATRIX maintains multiple facilities in the Southern California region.

Since 1970, CLARE|MATRIX has provided quality substance use and mental health treatment to individuals in treatment for Substance Use Disorder (SUD) in Southern California.

Summary

Under supervision, the Administrative Assistant serves as both an administrative support and a research resource for the Opioid Treatment Program (OTP). In this capacity, the incumbent ensures the smooth day-to-day administrative operation of the program as well as supporting the full cycle of program evaluation from data collection, entry and reporting. This role meets grant deliverables, maintains regulatory compliance, and delivers consistent, participant-centered services. This position strengthens program integrity, supports staff efficiency, and contributes directly to CLARE|MATRIX’s mission of evidence-based, compassionate care.

Supervisory Responsibilities:

This position does not have direct reports.

Essential Duties and Responsibilities

To perform this job successfully, an individual must be able to perform each essential function, with or without accommodation. The requirements listed below are representative of the duties, responsibilities, knowledge, skills, and/or ability required.

1. Administrative Support and Coordination
   1. Answers phones and performs general office duties.
   2. Validates participant eligibility for service and reviews intake packets for completeness.
   3. Manages participant flow to avoid bottlenecks and ensure timely service delivery. Schedules intake appointments.
   4. Evaluates participant documentation to ensure proper recording of new admissions and resolves issues.
   5. Collects UDS samples and assists with drug testing participants.
   6. Maintains digital and physical filing systems.
   7. Orders and maintains office supplies, ensuring adequate inventory at all times.
   8. Responsible for coordinating office maintenance and repairs as needed.
   9. Coordinates staff training including facilitating safety drills and coordinating with outside organizations when necessary.

1. Research and Reporting
   1. Conducts data collection activities in support of grant-funded program evaluations, including survey administration, participant interviews, and administration of grant-related assessments including intake, discharge, and follow-up participant interviews.
   2. Enters project data accurately and timely into customized tracking tools and online platforms. Organizes and manages large volumes of quantitative and qualitative data with strong attention to detail.
   3. Conducts scholarly research as needed to support evaluation and reporting activities.
   4. Assists in the development of monthly reports including participant data, demographics, and program outcomes.
   5. Ensures timely completion of all required program reports.

1. Safety and Compliance

1. Compliance: Adhere to all CLARE|MATRIX Policies and Procedures, program guidelines, and all state, county, local, and federal regulations. If working with participants, ensure participant safety, dignity, and confidentiality in all aspects of service delivery.
2. HIPAA Compliance: Protect participant information by maintaining strict confidentiality and ensuring all records, conversations, and electronic data meet HIPAA and organizational privacy standards.
3. Professional Behavior: Maintain appropriate professional boundaries with participants in accordance with Company policies and ethical standards. Ensure a safe and ethical environment by upholding clear communication, appropriate conduct, and respect for participant privacy and dignity. Boundaries typically include but are not limited to personal disclosure limits, physical touch restrictions, and clear communication about the professional nature of the relationship.
4. Safety Standards: Follow all CLARE|MATRIX, OSHA, and CAL-OSHA health and safety regulations. Support the maintenance of a safe environment for participants and staff.
5. Incident Reports: Complete incident reports accurately and in a timely manner, in accordance with organizational and regulatory requirements.

1. Teamwork and Collaboration

1. Communication: Demonstrate effective and appropriate workplace communication by speaking clearly, directly, and with purpose. Actively listen, ask clarifying questions, and confirm understanding before acting. If role works directly with participants, provide timely updates to staff and participants, as appropriate, regarding needs, concerns, or changes in participant status, ensuring information is accurate and complete. Maintain professional tone, body language, and boundaries in all interactions, even in emotionally charged situations. Address issues respectfully and constructively, avoid gossip or unprofessional dialogue, and follow established channels for reporting, documentation, and escalation. Consistently model courteous, trauma-informed, and culturally sensitive communication that supports a safe and respectful environment.
2. Meetings: Attend and actively participate in staff meetings, case conferences, one-on-one supervision meetings, training sessions, and team-building activities as required by the program.

1. Collaborative Teamwork: Assists the team in organizing and facilitating meetings with internal and external stakeholders, including, but not limited to, scheduling, agenda preparation, and follow-up documentation.

Work collaboratively with counselors, peers, case managers, nursing staff, and other program team members to support participant care, resolve concerns, and maintain consistency in service delivery.

1. Intercompany Collaboration: Maintain positive and professional relationships with community partners and collaborate with outside agencies as part of the continuum of care, when applicable.
2. Mission, Vision, and Philosophy: Maintain a working knowledge and understanding of CLARE|MATRIX’s mission, vision, philosophy, and operating principles. Support a healthy work environment and uphold organizational standards of conduct.
3. Supportive Work Environment: Contribute to a positive, safe, and team-oriented work environment by remaining receptive to constructive feedback, seeking guidance when needed, and supporting coworkers in program operations.

1. Secondary Areas of Responsibility

Other Duties as Assigned: Perform other job-related duties as assigned.

1. Qualifications and Experience

1. High school diploma or equivalent required. An Associate's or Bachelor's degree in healthcare administration, business, public health, or a related field preferred but not required.
2. Minimum of two (2) years of experience in the collection, administration, and coordination of project data, both quantitative and qualitative.
3. An equivalent combination of education and relevant work experience will be considered.
4. Experience working in a healthcare or behavioral health setting preferred but not required.
5. Experience working with a diverse population and exhibits comfort and professionalism interviewing individuals experiencing SUD or similar.
6. Experience working alongside or in support of clinical or medical staff a plus.
7. Proficient in Microsoft Office Suite (MS Word, Excel, PPT, SharePoint, etc.)

1. Bilingual in English and Spanish a plus.

1. Knowledge, Skills, Competencies, and Experience

1. Knowledge: Possess an understanding of Substance Use Disorders (SUD), recovery principles, and basic mental health considerations.
2. Skills: Demonstrate effective and strong organizational, verbal, and written skills, including the ability and capacity to organize large volumes of data with attention to detail. Documents accurately, maintains timely workflow, and communicates effectively with staff and participants.
3. Competencies: Maintain professionalism, appropriate boundaries, cultural responsiveness, and adherence to ethical standards. Work effectively with individuals from diverse backgrounds and contribute positively to a team environment.
4. Experience: Exhibits emotional maturity, resilience, and the interpersonal skills required to engage respectfully and effectively with group dynamics in a diverse treatment community.

Physical Demands:

While performing the responsibilities of this job, the employee is continuously required to talk and hear. The employee is continuously required to sit, stand, walk, and use their hands and fingers to handle or feel. The employee may occasionally be required to reach with arms and hands overhead or below the waist, and may occasionally be required to stoop, kneel, or crouch. The employee is occasionally required to lift, carry, push, or pull up to 25 pounds. Vision abilities required for this job include close vision. The employee must be able to perform all physical requirements of the job with or without reasonable accommodation. These physical demands represent the essential physical requirements necessary for an employee to successfully perform this job. Reasonable accommodation may be provided to enable individuals with disabilities to perform the essential functions.

Medical History:

All employees who have or may have contact with participants, or who work in food preparation, are required to complete a Health Screening Report or Health Questionnaire as part of onboarding. The Health Screening Report must be completed and signed by a licensed medical practitioner to confirm the employee’s ability to safely perform the essential functions of the position. All employees will also complete a confidential self-report health questionnaire in accordance with ADA/FEHA requirements.

Employment is contingent upon successful completion of a pre-employment TB screening in accordance with applicable regulatory requirements.

Work Environment:

This position is primarily located in Santa Monica and may involve working in participant-accessible areas, group rooms, offices, and other designated program spaces. The work environment is fast-paced and requires the ability to adapt to changing participant needs and support a supportive program setting. The role involves regular interaction with participants who may exhibit challenging behaviors, including escalations or physical agitation.

The position requires the ability to operate standard office equipment and complete documentation at a computer workstation. The employee may be required to work in a confined or shared space at times. While performing the responsibilities of the job, the work environment characteristics are representative of those the employee will encounter during assigned duties. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Disclaimer: The employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodation will be provided to enable employees with disabilities to perform the essential functions of their job, absent undue hardship for the Company. Furthermore, job descriptions may change over time as requirements and employee skill levels change. The Company retains the right to change or assign other duties to this position.

Conclusion:

By signing below, I acknowledge that I have received and reviewed this job description. This job description is intended to describe the general nature and level of work performed and is not an exhaustive list of all duties, responsibilities, or qualifications for the position and may carry out other duties as assigned or directed by management.

This job description does not constitute a contract of employment and does not alter the at-will nature of employment. Job duties and responsibilities may be modified from time to time, consistent with applicable law.

M-F 5:30 am - 1:30 pm
Possible OT Sunday
40