Admissions & Programs Operations Coordinator

LA FAMILIA•Oakland, CA

21h•$31 - $31•Onsite

About The Position

We have an exciting full-time opportunity for an Admissions & Program Operations Coordinator at El Chante, our licensed 20-bed residential substance use treatment program serving adult men in Oakland, Alameda County. This role serves as the primary administrative liaison for all admissions into the residential Substance Use Disorder (SUD) program. This position is responsible for coordinating referrals, admissions, discharges, bed management, census reporting, and client appointment scheduling while ensuring compliance with agency, county, and regulatory requirements. Working closely with the Clinical Program Manager, SUD Counselors, Resident Monitors, referral partners, county partners, medical and housing partners, and agency leadership, the Coordinator helps ensure seamless client movement through the program while maximizing residential capacity and supporting high-quality service delivery. This collaboration ensures timely admissions, efficient bed management, effective communication, and a coordinated client experience from referral through discharge. This is a full-time, non-exempt position working 40 hours per week, Monday through Friday from 7:00 a.m. to 3:00 p.m. The successful candidate will uphold and champion the agency's mission, vision, and values while contributing to a collaborative, inclusive, and client-centered work environment.

Requirements

High School diploma with three plus years of experience in a similar role, or a bachelor’s Degree in Administration or a similar field is preferred
Bilingual fluency in English and Spanish is preferred.
Ability to work as an effective team player is essential.
Ability to establish and maintain effective working relationships with clients and staff of all levels.
Excellent speaking and writing abilities.
Knowledge of use of computer systems such as Microsoft Office (Word, Excel, PowerPoint) or similar database applications.
Experience with Clinician’s Gateway and Alameda County Behavioral Health systems preferred.
Experience in non-profit and community-based organizations preferred.
Demonstrates and models excellent “customer service” orientation and ability to work with diverse populations.
Exercises extreme discretion with the ability to hold, balance, and transmit public and confidential information needed by various parties.
Proficient in MS Office and Google Workspace products.
Valid CA Driver’s license required.
Auto insurance: If your vehicle is used for business-related purposes, it is recommended that you inform your auto insurance carrier.
Demonstrates cultural awareness and provides respectful, client-centered care.
Maintains knowledge of community resources for client referrals
Attend work regularly, adhering to policies on absences and tardiness.
Understands and applies legal requirements, including confidentiality and risk management.
Ability to safely operate a motor vehicle
Ability to push, pull, and lift up to 50 pounds frequently.
Ability to stand and move from one location to another daily.
Ability to sit for prolonged periods of time
Ability to visually focus on near and far items, and to be able to switch between them.
Ability to reliably report to work on time and perform the position's required tasks as scheduled
Ability to grasp and carry items
Ability to hear and effectively communicate with co-workers, clients, and the public
Ability to identify potential issues within the workplace, determine an appropriate means of avoiding and/or resolving the issues, work with others to address the issues, and carry out organized strategies for resolving and preventing similar issues in the future
Ability to process information and data for use within the organization

Nice To Haves

Bachelor’s Degree in Administration or a similar field is preferred
Bilingual fluency in English and Spanish is preferred.
Experience with Clinician’s Gateway and Alameda County Behavioral Health systems preferred.
Experience in non-profit and community-based organizations preferred.

Responsibilities

Serves as the central point of contact for all referrals and admissions into the residential program.
Receive and coordinate referrals from all approved referral sources.
Schedule client intake appointments based on bed availability and program capacity.
Confirm admission dates and times with referral partners.
Coordinate client transportation and drop-off times to El Chante, as appropriate.
Communicate admission instructions to referral sources, clients, and family members when appropriate.
Monitor the intake schedule to ensure efficient utilization of available beds.
Collaborate with the Clinical Program Manager and clinical staff regarding admission priorities and clinical considerations.
Maintains accurate and up-to-date information regarding all client admissions and discharges.
Tracks all scheduled admissions.
Monitors anticipated discharge dates.
Coordinates discharge information with internal staff and referral partners.
Updates admission and discharge logs.
Communicates changes in bed availability to appropriate stakeholders.
Maintains accurate census information to support operational planning.
Maintain accurate daily census information and complete required reporting related to residential capacity.
Completing daily bed surveys.
Maintaining the Daily Bed Day Sheet.
Tracking occupied and available beds.
Monitoring program census and bed utilization.
Ensuring bed tracking documentation is accurate and submitted within required timeframes.
Working with leadership to maximize occupancy while maintaining appropriate clinical placement.
Manage the daily administrative schedule for residential clients to ensure appointments are coordinated and communicated effectively.
Coordinate and maintain schedules for: Court appearances, Medical appointments, Primary care visits, Dental appointments, Specialty medical appointments, Medication Assisted Treatment (MAT) clinic visits, Behavioral health appointments, Other approved external appointments.
Communicates daily schedules with Resident Monitors, SUD Counselors, and the Clinical Program Manager to support transportation planning, clinical programming, and continuity of care.
Provide timely, professional administrative support during scheduled hours, including monitoring and responding to phone calls, email, Slack, and stakeholder inquiries.
Serve as a primary administrative point of contact for El Chante, providing information to clients, referral partners, community agencies, and other stakeholders and supporting positive community relationships.
Support admissions and census management, including responding to referrals, maintaining intake and census records, preparing admission packets, coordinating communication related to admissions, transfers, and discharges, and maintaining referral and tracking systems.
Maintain accurate program, client, staff, and reporting records in systems including Smart Care, Clinician’s Gateway, Salesforce, Paycom, Google Drive, and other applicable databases.
Generate required reports and support billing, DATAR, Medi-Cal eligibility, service-hour, bed-day, and other contract reporting requirements.
Maintain accurate and compliant client and personnel documentation, including charts, licenses, certifications, TB records, training records, staff IDs, NPI/CAQH information, and system access.
Ensure documentation meets agency, contract, HIPAA, and regulatory requirements and coordinate with HR and QA as needed.
Support staff onboarding and ongoing administrative needs, including system access, required training and certifications, Clinician’s Gateway authorizations, and training on internal systems and procedures.
Coordinate and track facility operations, maintenance, supplies, deliveries, mail, faxes, equipment, technology, and maintenance requests to support a safe, organized, and fully operational residential environment.
Support the therapeutic milieu by engaging appropriately with residents and assisting program staff with administrative and operational needs as appropriate.
Maintain and update program outreach and marketing materials, including flyers, brochures, presentations, and other communication materials.
Coordinate departmental meetings, trainings, events, and celebrations, including scheduling, invitations, room and material preparation, attendance tracking, food and refreshments, and setup/cleanup.
Maintain organized electronic and physical filing systems, inventories, databases, and tracking tools, ensuring information is accurate, current, and accessible.
Coordinate the secure transportation, storage, and tracking of client records and other confidential materials between sites.
Provide administrative support for departmental projects, organizational initiatives, and other duties as assigned to promote the efficient operation of the residential program.
Attend trainings and participate in events relevant to key responsibilities
Track and regularly report on key metrics for responsible function areas
Participates and collaborate on special projects related to agency objectives as appropriate
Seek out educational and professional growth opportunities for all staff at El Chante and support with professional development plans.
Attend collaborative meetings with other La Familia staff, County and other agencies as assigned by the supervisory leadership team.
Perform other duties as assigned by the supervisor or director.
Accurately record work hours each day by clocking in/out at scheduled start, break, lunch, and end times.
Take all required meal and rest breaks in compliance with state, federal, and agency policies.
Review and submit timesheets by established deadlines to ensure timely payroll processing.
Notify supervisor promptly of any scheduling conflicts, absences, tardiness, or timekeeping issues.
Maintain consistent and reliable attendance to support team and program operations.
Follow organizational policies and procedures related to overtime, schedule changes, and paid/unpaid leave.
Correct and/or report any timekeeping discrepancies immediately to the supervisor for resolution.
Viewed by others as an effective team member who is flexible, cooperative, and willing to assist others, and acts as a resource to team members and clients, where appropriate.
Handles difficult or conflict situations constructively and seeks appropriate assistance.
Accepts accountability and constructive feedback.
Attends all mandatory meetings and staff meetings as required, and actively participates in other departmental professional development, including providing training and consultation.
Develops and maintains cooperative and courteous relationships with fellow employees, supervisors, managers in other departments, senior management, executive staff, and community stakeholders.
Handles requests, suggestions, and complaints from other departments and individuals in a tactful and effective manner to maintain goodwill within the agency.

Benefits

Medical, dental, and vision benefits with 95% employee and 80% dependent employer premium contributions, and employer-paid life insurance.
Vacation
15 paid holidays
12 paid sick days upon accrual
Employee Assistance Plan to support you and your family’s well-being and finances
Pet Plan Benefit: PetPlus Product and Prescription Discounts, Pet Assure Veterinary Discounts, AskVet 24/7 Pet Telehealth, and ThePetTag Lost Pet Recovery Service
403(b) retirement plan
Work-life wellbeing & excellent work hours
Flexible scheduling options, including hybrid work arrangements
License and Certification renewals reimbursed.
Supportive/Collaborative work environment
Opportunities for Growth and Professional Development
Structured mentorship and ongoing training.