Office Manager - Programs

BHST•Modesto, CA

20h

About The Position

This at-will leadership position oversees the daily administrative operations of an assigned program and provides administrative support to the Regional Director and Program Director. The Office Manager supervises assigned staff, helps ensure excellent service for internal and external stakeholders, and may mentor and train Office Managers from other programs as requested. The role coordinates program office operations, leadership support, reporting, correspondence, calendars, records, and meetings. It also serves as a liaison among program leadership and internal and external partners. The position requires adherence to agency policies and procedures, attendance at staff meetings unless excused by the Regional Director, and use of a personal vehicle for agency business. The employee may need to transport clients, equipment, protected health information, or confidential agency or personnel information. The stated schedule is Monday through Friday, 8:00 AM to 5:00 PM. Evening and weekend work may be needed when required.

Requirements

Bachelor’s degree from an accredited college in business or a related field.
Four years of clerical or other administrative experience in a variety of capacities.
At least five years of administrative supervisory experience.
California driver’s license and current vehicle insurance and registration if driving.
Reliable transportation capable of passing vehicle safety inspection if more than five years old; two-wheeled transportation, including bicycles, mopeds, and motorcycles, is excluded.
Knowledge of Turning Point’s mission, vision, and core values.
Knowledge of the principles and goals of community mental health.
Ability to work independently, as part of a team, and across multiple locations, typically by car.
Ability to perform crisis intervention strategies.
Ability to adapt to changing work needs and demands, including evening and weekend work when needed.
Ability to read, analyze, and interpret general business reports, professional journals, and governmental regulations.
Ability to take initiative, anticipate needs, organize tasks, and follow through to completion.
Ability to assess needs and plan, organize, implement, and evaluate systems and programs.
Ability to understand budgeting requirements and budgetary implications for programming.
Ability to exercise appropriate judgment and decision-making.
Skills in supervision, management, administrative support, decision-making, self-discipline, organization, communication, and stress management.

Responsibilities

Supervise administrative activities at the assigned program, including reception, meeting-space calendars, inventory, office supply ordering, and staff training in office systems and equipment.
Troubleshoot program computer and network issues and submit an IT repair ticket when unable to resolve an issue.
Act as a liaison between the Regional Director, Program Director, and internal and external partners, clients, institutions, and stakeholders.
Oversee preparation, review, and distribution of reports for the program, county, and other entities.
Prepare and review documents for the Regional Director and Program Director as assigned.
Draft and manage correspondence and files for program leadership.
Take and transcribe meeting minutes as requested and distribute them to stakeholders in a timely manner.
Research topics for leadership and may recommend actions.
Participate in the leadership team and leadership committees on special assignments.
Manage calendars, plan meetings, coordinate recurring check-ins, and coordinate scheduling with multiple parties.
Maintain complex filing systems and databases; develop and maintain clear electronic filing systems and documentation for easy retrieval.
Mentor Office Managers at other programs and help develop systems and guidelines that support efficient operations.
Document mentoring support in writing for the mentee and the mentee’s direct supervisor.
Follow and uphold agency policies and procedures, including maintaining guideline and procedural information.
Attend staff meetings unless the Regional Director approves non-attendance.
Drive a personal vehicle on agency business and, when required, transport clients, equipment, PHI, or confidential information.
Be willing to work evenings and weekends when needed and travel between locations, typically by car.