Administrative Manager

Felton Institute•Alameda, CA

3d•$70,000 - $80,000•Onsite

About The Position

The Administrative Manager provides a variety of administrative support on site to promote excellence in ser-vices, interacting with internal staff, program participants, family members, as well as with community partners. The Administrative Manager supports quality assurance standards and site efficiency. Local travel between agency sites is expected. This position reports directly to the Clinical Program Manager.

Requirements

A minimum of two years of experience providing administrative support in behavioral health or social services agency.
Bachelor’ s Degree in human services field.
Demonstrated proficiency in Microsoft Office Suite (including Word, Excel, Publisher, PowerPoint, Share-Point, Outlook) and Adobe Acrobat required.
Valid California Drivers’ License with a clean driving record required.

Nice To Haves

Experience with data entry in Electronic Health Record (EHR) systems a plus.
Knowledge of county behavioral health, social services, or community resources is a plus.
Personal or family experience of overcoming mental health challenges is highly desirable.
Bilingual/bicultural and fluent in Spanish or threshold Asian languages is highly preferred.

Responsibilities

Enter Service claims billing information from Salesforce/CIRCE (Felton Institute's EHR) into County EHR by deadline each month.
Conduct data reconciliation monthly to ensure data entry is complete and accurate .
Perform administrative functions to manage staff and participant records in CIRCE as well as county electronic health record system and ensure data is complete and accurate.
Provide hands-on administrative support to program staff regarding opening and closing charts, filing, reminders, scheduling, and logistics for successful groups.
Maintain data, generate and format reports and other documents using a full range of computer software skills including spreadsheets, word processing, desktop publishing, database management, presentation software, etc…
Collaborate with program manager on the maintenance of accurate, timely, and detailed progress records for data collection, including productivity reports and other contractual obligations.
Process incoming record requests including compiling the record for review and sending it to the requesting party once approved.
Answer and direct phone calls, greet consumers and families at front desk and promote welcoming and efficient communication internally and externally.
Order supplies, track and report program expenditures (office supplies, group materials, petty cash, etc...).
Coordinate with other Felton departments (facilities, fiscal, IT, HR, and others) to maintain site operations in top shape – placing service orders, posting informational materials, resolving equipment issues, etc.
Provide support for coordination of program related meetings, including scheduling, sending calendar invites, compiling agenda, and note taking.
Support logistics for special events on and off-site (health fairs, presentations, etc...).
Meet with program manager regularly as scheduled.
Attend and participate in CIRCE/QA monthly meetings.
Actively engage in program’s outreach campaign and liaison with other Felton departments regarding media campaign, outreach materials, and facilitate community involvement and/or advocacy.
Monitor and support timely response to website inquiries regarding early psychosis services and presentations.
Attend and participate in all assigned trainings for professional, program, and agency development.
Other duties as assigned.