Program Assistant

About Tree of Life Family Services

Tree of Life Family Services LLC provides behavioral health services to children and families throughout Northern Virginia. We are committed to providing high-quality compassionate behavioral health services while creating a supportive professional environment built on teamwork accountability communication ethical practice regulatory compliance and continued professional growth.

Our Therapeutic Day Treatment program continues to grow throughout Loudoun County. We are seeking an experienced dependable organized and motivated Program Assistant to support the daily operations documentation quality staff coordination and continued growth of our school-based TDT program.

About the Position

The Program Assistant is a hands-on program support and quality-assurance position for a behavioral health professional who is organized proactive dependable detail-oriented and comfortable working closely with TDT Counselors families school personnel and management.

This is a 30-hour-per-week W-2 position with a required Monday through Friday schedule of 8:00 AM2:00 PM.

The position offers a hybrid work setting. There is no routine requirement to work from the Tree of Life office.Administrative responsibilities documentation review quality assurance tracking coordination communication and counselor-support responsibilities may generally be completed remotely.

The Program Assistant will also conduct school rounds and counselor check-ins approximately one to two times per week based on program needs. These visits are intended to support program operations communicate with counselors and school personnel identify concerns assist with coordination and maintain strong working relationships with our school partners.

Because this position works directly within a Medicaid-funded TDT program and may include clinical support or direct-service responsibilities when appropriately assigned an active Virginia QMHP-Trainee registration is the minimum credential requirement for this position. Candidates with an active QMHP or another qualifying Virginia behavioral health credential may also be considered.

What Youll Do

Provide ongoing program support to TDT Counselors and assist with day-to-day operational needs
Review progress notes and other TDT documentation for completeness timeliness accuracy required elements and adherence to Tree of Life documentation standards
Maintain counselor client authorization family-session care-coordination and documentation deadline trackers
Monitor upcoming documentation authorization assessment treatment-plan and other program deadlines and communicate reminders to appropriate staff
Support TDT referrals pre-screening intake coordination onboarding and program workflow
Assist counselors with documentation questions workflow concerns scheduling issues and program procedures within the scope of the position
Conduct school rounds and counselor check-ins approximately one to two times per week based on program needs
Coordinate professionally with school social workers and other appropriate school personnel regarding TDT services student needs counselor support scheduling and program-related concerns
Conduct quality-assurance follow-up calls with parents and guardians to support service quality family engagement communication and identification of concerns
Conduct or support family sessions when appropriately assigned and within the employees credential role supervision and program requirements
Support new counselor onboarding orientation documentation training and continued professional development
Assist with monitoring counselor attendance student attendance school coverage caseload changes and other operational needs
Maintain professional communication and collaboration with school personnel counselors families supervisors and the Tree of Life management team
Identify documentation staffing attendance coverage credentialing compliance or operational concerns and communicate them promptly to management
Assist with quality improvement activities and preparation for audits reviews licensing activities payer reviews and other program requirements
Assist with organizing and preparing information needed for TDT staff meetings case reviews training and program activities
Participate in TDT staff meetings and required program meetings
Participate in required clinical supervision case consultation and program supervision as applicable to the employees credential and assigned responsibilities
Demonstrate consistent initiative organization accountability professionalism confidentiality and follow-through with assigned Program Assistant responsibilities

Virginia Credential Requirements

Candidates may qualify with:

Active Virginia QMHP-Trainee (QMHP-T) registration
Active Virginia QMHP registration
LMHP LMHP-Resident LMHP-Supervisee LMHP-RP or another Virginia credential authorized to perform the applicable TDT responsibilities

Applicants With a Pending QMHP-Trainee Application

Applicants who meet the requirements to pursue QMHP-Trainee registration but do not yet have an active registration may still apply and may be considered during the recruitment process.

However QMHP eligibility alone is not considered an active QMHP-Trainee registration. A pending application application receipt Board checklist or proof that documents were submitted does not substitute for an active registration issued by the Virginia Board of Counseling.

Applicants who qualify to pursue QMHP-Trainee registration may review the Virginia Board of Counseling requirements and application information here:

Actively monitor their Virginia Board of Counseling application and online checklist
Follow up regarding any incomplete or outstanding requirements
Respond promptly to requests from the Board
Keep Tree of Life Human Resources informed of their application status
Notify HR promptly if they encounter an issue or delay with the Board
Submit their active QMHP-Trainee registration or current DHP credential verification to HR immediately once issued

Recruitment interviewing background screening credential review and appropriate onboarding activities may occur while registration is pending. However the employees final start date and assigned responsibilities may be contingent upon active credential verification completion of employment requirements and program needs.

Qualifications

Active Virginia QMHP-Trainee registration required at minimum; active QMHP or other qualifying Virginia behavioral health credential also accepted
Bachelors or masters degree in psychology counseling social work human services or a related behavioral health field
Experience working in behavioral health mental health human services or a related setting
Experience working with children and/or adolescents strongly preferred
TDT school-based behavioral health community mental health quality assurance program coordination or similar experience preferred
Strong understanding of professional documentation and behavioral health service delivery
Strong organizational skills and attention to detail
Excellent written and verbal communication skills
Ability to independently manage multiple responsibilities priorities trackers and deadlines
Ability to provide professional constructive and respectful support to counselors
Comfortable communicating with families school personnel counselors supervisors and management
Ability to maintain confidentiality and appropriately handle sensitive clinical and personnel information
Ability to identify concerns and escalate them appropriately rather than independently making decisions outside the scope of the position
Reliable transportation and ability to travel to assigned Loudoun County school locations
Reliable access to a computer and internet connection for documentation review communication virtual meetings training tracking and other required responsibilities
Ability to adapt professionally to changes in regulatory requirements payer requirements documentation standards credentialing requirements program procedures and operational needs

Important Schedule Expectations

The regular schedule cannot be routinely shifted to earlier or later hours because Program Assistant availability is required during school and TDT program operating hours.

The Program Assistant must also be available for required school rounds staff meetings supervision trainings audits and other program responsibilities occurring during the established work schedule.

School Calendar Paid Holidays & PTO

The Program Assistant primarily follows the school-year operating structure of the TDT program.

The position includes designated paid company holidays and approved school-closure days in accordance with the annual Program Assistant work calendar and company policy.

During certain student holidays and school breaks the Program Assistant may have designated paid days off while other days may be scheduled as administrative workdays for documentation review quality assurance counselor support training program preparation referral coordination audit preparation tracking or other Program Assistant responsibilities.

The position also includes 30 hours of PTO during the first year subject to company policy.

A Stable Role With Opportunity to Grow

Tree of Lifes TDT program is continuing to expand and we are looking for someone who wants to grow with the program.

The position is currently structured at 30 hours per week Monday through Friday from 8:00 AM2:00 PM.

As the program continues to grow there may be an opportunity for the Program Assistant position to expand to 40 hours per week 8:00 AM4:00 PM based on program and operational needs.

Future expansion of hours is not guaranteed but this position offers the opportunity to grow alongside the program as additional students counselors schools referrals and program responsibilities are added.

As a growing behavioral health program Tree of Life continues to adapt to evolving regulatory payer school-system credentialing documentation and program requirements. The successful Program Assistant will approach change with professionalism flexibility accountability and a solution-focused mindset while assisting the TDT team with implementing updated requirements.

Summer TDT

Summer TDT opportunities may be available based on student participation authorizations school availability staffing and overall program needs.

Summer assignments schedules and hours are not guaranteed and may differ from the regular school-year schedule.

Administrative quality-assurance training program-development and other responsibilities may also vary during the summer based on program needs.

Compensation & Benefits

Pay: $23.00$27.00 per hour based on credential level qualifications directly relevant experience program-support experience and overall fit for the position
Schedule: MondayFriday 8:00 AM2:00 PM
Hours: Approximately 30 hours per week
Employment: W-2 nonexempt
Work Setting: Hybrid. Remote administrative work with school-based rounds/check-ins in Loudoun County and occasional in-office attendance when required for trainings meetings audits compliance activities supervision or other program needs
PTO: 30 hours during the first year subject to company policy
Paid Holidays/Closures: Designated paid company holidays and approved school-closure days in accordance with the annual Program Assistant work calendar and company policy
Retirement: SIMPLE IRA retirement plan available to eligible W-2 employees
Health Insurance: Health insurance is not currently offered for this position
Evenings/Weekends: Not part of the regular schedule

Grow With Tree of Life

Tree of Life provides TDT-specific orientation and training ongoing supervision and case consultation professional development and opportunities to strengthen skills in quality assurance clinical documentation program coordination family engagement school collaboration compliance and behavioral health program operations.

If you are an organized and dependable behavioral health professional who enjoys supporting counselors collaborating with schools and families maintaining strong documentation and program standards and contributing to the continued growth of a school-based behavioral health program we would love to hear from you.

Here at Tree of Life we believe that families can through intervention learn to nurture their children improve their functioning and gain support within their community to enable a healthy family dynamic.

Here at Tree of Life Family Services we are driven by a single goal; to do our part in making the world a better place for all. Our team is composed of experienced Mental Health counselors who have the clients best interest at heart. Tree of Life Family Services serves the Northern Virginia Area.