Project Assistant | Administrative Assistant

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Santa Monica, CA, US

Salary Range: $21.00 To $23.00 Annually

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.

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.

This position does not have direct reports.

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.

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

• 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.
• 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.
• Conducts scholarly research as needed to support evaluation and reporting activities.
• Assists in the development of monthly reports including participant data, demographics, and program outcomes.
• Ensures timely completion of all required program reports.

• 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.
• HIPAA Compliance: Protect participant information by maintaining strict confidentiality and ensuring all records, conversations, and electronic data meet HIPAA and organizational privacy standards.
• Professional Behavior: Maintain…