Administrative Manager

Felton Institute•Oakland, CA

9h•Onsite

About The Position

Felton Institute responds to the needs of our community by providing innovative, evidence-informed social services that transform lives. Our organization offers 60+ programs that address mental health, the unhoused, early care and education, those impacted by the justice system, transitional age youth, as well as aging adults. Our programs combine the latest scientific research with cultural sensitivity and a deep commitment to supporting and reflecting the communities we serve. Felton offers a dynamic, challenging, and supportive work environment where we encourage the use of professional development, that staff can utilize throughout their career. The Triage, Consultation, and Wellness Response Team (TCWRT) is a Felton Institute program funded by the Alameda County Probation Department (ACPD) and the Alameda County Behavioral Health Department (ACBHD) under the AB 109 Mental Health and Wellness (MHW) initiative. TCWRT serves AB 109-eligible clients — including individuals released from Santa Rita Jail or CDCR facilities, and those on Post-Release Community Supervision, formal probation, or in specialty court programs — by connecting them to mental health, substance use, and wellness services. The team provides clinical consultation and triage, peer and supportive services, wellness response and de-escalation, outreach and mental health promotion, and administration of the Specialty Provider Pool (SPP). TCWRT staff are stationed across the Oakland and Hayward ACPD offices, the Center of Reentry Excellence (CORE), and AB 109 Housing Program locations, and the program operates under a detailed set of contractual reporting, data, and fiscal compliance requirements. This position blends the program’s data and administrative operations functions with its accounts payable and fiscal processing functions into a single back-office role that reports to the Program Manager, TCWRT.

Requirements

Bachelor’s degree in a related field, or an Associate’s degree with equivalent combined education and experience totaling at least six (6) years.
Minimum three (3) years of experience in program data management, contract compliance, or program administration in a behavioral health, social services, or justice setting.
Minimum two (2) years of experience in accounts payable, bookkeeping, or fiscal/budget tracking, which may run concurrent with the experience above.
Strong proficiency in Microsoft Excel, Word, Outlook, and comparable collaboration and file-sharing platforms; familiarity with accounting or financial software.
Working knowledge of accounts payable processes, budget reconciliation, and audit readiness for government-funded contracts.
Knowledge of HIPAA, 42 CFR Part 2, and confidentiality/release-of-information requirements.
Strong organizational, interpersonal, and communication skills, with the ability to manage multiple concurrent reporting and fiscal deadlines.
Ability to pass a Live Scan background check and any clearances required by ACPD.

Responsibilities

Design and maintain the program’s data infrastructure and serve as the TCWRT expert on the ACPD “Enterprise Supervision” Provider Portal, ensuring all service data is entered within 72 business hours of delivery.
Track and report program performance against all AB 109 process, quality, and impact objectives required under the contract.
Produce and submit all required monthly, quarterly, semi-annual, annual, and final reports to ACPD and ACBHD, using established templates and naming/upload conventions.
Administer the Specialty Provider Pool, including the provider roster, application tracking, panel logistics, and contracting records.
Process SPP provider payments, program invoices, expense reimbursements, and other vendor payments in a timely and accurate manner, in coordination with Felton Institute’s finance department.
Reconcile program expenditures against the ACBHD contract budget and prepare financial documentation supporting program reports, audits, and site visits.
Maintain audit-ready fiscal and program records consistent with ACBHD Audit Requirements and Felton Institute’s document retention policies.
Respond to ACBHD, ACPD, County, or State requests for financial documentation or claims corrections.
Maintain a master log of client Releases of Information (ROIs) and report ROI refusals and adverse client events within contractual timelines.
Ensure all data and fiscal practices comply with HIPAA, 42 CFR Part 2, and applicable California confidentiality laws.
Maintain the TCWRT staff roster and notify ACPD of staffing changes within one business day.
Coordinate program meetings with ACPD and ACBHD, prepare agendas and minutes, and track action items.
Coordinate location-based service schedules across Oakland and Hayward ACPD offices, CORE, and AB 109 Housing Program sites.
Coordinate logistics for resource sharing activities, client celebration events, groups, workshops, and community forums.
Manage program inventory, supplies, client incentives, and basic procurement.
Administer client and stakeholder feedback surveys and compile findings for program reporting.
Track staff training, licensure, and certification completion, and maintain records of workforce composition requirements.
Serve as the program’s point of contact for technology and systems issues, and support staff onboarding to program platforms.
Other duties as assigned.