Let’s work together

Heart of Horse Sense in Marshall, NC is seeking a full-time Program Assistant. Heart of Horse Sense is a non-profit organization that funds and facilitates low and no-cost equine-assisted psychotherapy and learning for trauma survivors.

The Program Assistant will handle administrative responsibilities for equine-assisted programs, which include client intake, scheduling, billing, and communication. This hybrid role is primarily based in Marshall, NC, requiring on-site presence from Tuesday to Friday, with remote work making up to 20% of the responsibilities. Additional duties involve managing office and farm spaces, collaborating with the therapeutic team, and offering support across various platforms.

Candidates must possess strong organizational and problem-solving skills, with an emphasis on professionalism. Preferred qualifications include experience in office management and in the mental health or healthcare sectors. The Program Assistant will closely collaborate with the Operations Manager to ensure smooth operations of the organization. Note that this position does not involve direct horse care, training, or horse management tasks, although horsemanship is a pillar of the organizational mission.

To apply, please send your resume and cover letter to shiloh@heartofhorsesense.org.

Title: Full-Time Program Assistant

Reports to: Operations Manager

Primary responsibilities: Provides administrative oversight for scheduling & calendar management of equine-assisted programs including client intake/maintenance, scheduling, billing, and communication, managing data across multiple platforms, and coordinating scheduling with the therapeutic team. Provides on-site management of office & farm spaces.

Availability: This is a full-time salaried position. This is a hybrid position with on-site presence typically from Tuesday to Friday, 9am - 5pm and occasional weekends as needed. Hybrid work may make up to 20% of the work with the other 80% in person in Marshall, NC.

Compensation: $40,000 - $45,000 salary with benefits after 90 days

Education and Experience:

  • Office Management/Admin experience preferred

  • Experience in mental health or healthcare preferred

Additional Training and other Job Requirements:

  • Background Check

Program Management: 

  • Referral Client Liaison including managing initial contact of potential referral clients to include 

    • Initial preference and history screening

    • Waitlist Management

    • Financial aid/grant eligibility and enrollment

    • Referral to contract clinician

    • Manage the client referral process from initial contact through scheduling

    • Provide support to Contractors and clients as requested

    • Manage scheduling and billing services

    • Manage non-medical data in Simple Practice for each referral client

  • Veteran & Community Liaison including 

    • Updating and maintaining contact lists

    • Coordinating and scheduling groups

    • On-site EAL support including check-in and paperwork support 

    • Providing marketing support including distribution of marketing materials

    • Event planning support including registration, meal planning, participant communication, and backup on-site coordination

  • All communication is conducted with the highest professionalism and in a timely and efficient manner

  • Answering program phone live 5 days/week

  • Follow through & respond to all emails within 48 hrs of receipt (excluding Sat/Sun)

Farm Space Management: 

  • Manage the organization, cleaning, and stocking of all staff and client spaces including the Hitchin’ post, arena office, and Brickhouse (trash management, sweeping, sanitizing)

  • Manage use and replacement of water jugs, first aid kits, fire extinguishers, and all other supplies

  • Complete the opening and closing checklist each day that services are provided (typically Tuesday through Friday)

  • Assist with opening and closing equine work as requested, may include cleaning of stalls and working spaces of manure

Administrative Duties: 

  • Continual updating of forms and paperwork to meet program needs

  • Maintain grant reporting data as requested

  • Create and maintain liability waivers

Complexity: Duties are complex and varied. The job demands excellent planning and coordination skills for multiple programs. There is a high demand for problem-solving skills. This position is subject to frequent interruptions in person and by phone, which may require varied responses. Requires the ability to plan, organize, execute daily operations of the Program. Good communication skills, both verbal and written, are required. Must have knowledge of full range of office procedures as related to administration and supervision. 

Supervision: Works under the direction of the Operations Manager. Has latitude to exercise initiative, discretion and independent judgment.

Responsibility for Accuracy:

Responsible for the accuracy of the work performed. Review of work and subsequent procedures would detect most errors of job functions. However, errors in judgment could have serious results in client care and operations of the Program.

Contacts with Others: Internal contacts occur on a regular basis. External communications include, but not limited to clients, families, other health care professionals and associated health care agencies and practices, court systems and local and state officials. Tact, courtesy and etiquette are required in print, in person and online. Ability to communicate empathy with boundaries while discussing potentially sensitive information. 

Confidential Data: Has access to files, memos, financial records, and management discussions and works closely with client records, all of which are highly confidential. Damage to the organization’s reputation and client relationships could result if information is disclosed improperly and would be subject to personnel action.

Mental/Visual/Physical Effort: Job duties can be mentally/emotionally stressful at times. Close attention to detail and concentration are required for most administrative duties. High levels of concentration are required while handling multiple tasks. While performing duties, you may be required to sit, walk, use the stairs, walk on uneven terrain, stretch and reach, speak and hear. Must have manual dexterity and visual acuity. Required to lift 25 pounds.

Environment: Work takes place in an outdoor and an indoor setting.