Program Manager, Clinical Operations

Ruby's Place•Castro Valley, CA

8d•$80,000 - $80,000•Hybrid

About The Position

Ruby's Place dba Restorative Pathways (RP) is an innovative nonprofit committed to ending domestic violence, human trafficking, and violent crime through hope, advocacy and connection. Our services include emergency shelter, transitional housing, rental subsidies, mental health services, substance recovery, and wrap-around services. All our services are trauma-sensitive and client-centered and are provided at no cost to our clients. All programs are low barrier. RP is led by survivors with a focus on reflection, innovation, and connection. We believe in fostering relationships, both in our direct service work and throughout our internal work culture. We aim to cultivate a workplace that appreciates and emphasizes the voices of those most impacted by violence. We recognize these voices are vital to interrupting the cycle of violence and transforming lives towards safety, unity, and trust. You have a strong commitment to preventing interpersonal violence as well as an understanding of, and sensitivity to, serving diverse populations. You have excellent interpersonal skills and strong techniques for relationship building. You believe people should determine their own path towards healing, and have an orientation towards survivor-centered services. You are a go-getter who enjoys fast paced environments. You enjoy working both collaboratively and independently. You are adept at time management and highly organized with a proven ability to ensure you can meet deadlines, plan, organize and execute. You are comfortable working as part of a team and are an accountable collaborator. You excel at organizing, prioritizing, and following through on multiple time-sensitive projects. You are flexible, creative, a quick learner, tech savvy and take initiative in handling challenges. The Program Manager, Clinical Operations will support the clinical department with program operations such as understanding grants objectives, compliance with reporting needs, collaborating with other departments at the agency, supervising staff and collaboration closely with the Chief Clinical Officer with various projects related to the agency’s strategic planning.

Requirements

The Program Manager, Clinical Operation (PM) for the clinical department must have a bachelor’s degree in a relevant field (Business Administration, Communication, Policy) or equivalent experience.
The PM should have experience in providing public speaking, operations of a non-profit department including compliance with grant objectives, budgets, reports and supervising staff to meet objectives.
The State mandated 40-hour Domestic Violence and the 40-hour Human Trafficking counselor certification is required (this can be scheduled after date of hire).
Must possess a valid CA Driver’s license, proof of insurance, and be approved by Ruby’s Place insurance carrier as a driver.
Fingerprints and background check required.
Strong working knowledge of Google Suite, Microsoft Office, with an ability to quickly learn and adapt to new technologies and software.
Excellent communication and interpersonal skills, with the ability to interact effectively with cross-departmental staff & leadership, clients, external partners and funders.
A strong follow-through as well as a creative and solution-focused attitude to finalize assigned tasks efficiently.
Must be self-motivated, organized, and have a drive to figure things out in an efficient manner.
Must have ability to work independently or as a team on projects, with a willingness to both lead and collaborate on various projects.
Demonstrated experience with compliance-driven environments (grant deliverables, licensing, funder audits such as - but not limited to - Medi-cal guidelines , etc.).
In possession of a valid CA driver's license, proof of insurance, and be approved by RP insurance as a driver in order to drive agency vehicles. If a staff member cannot be approved by RP insurance as a driver, employment might not be able to continue. Instances where staff cannot be approved to drive will be reviewed on a case by case basis to determine if employment can continue in their role without driving agency vehicles. Items considered include but are not limited to: the shift the staff member holds and the frequency/necessity of driving during that shift, the amount of time before the staff member may be approved to drive by the insurance carrier, the availability of other staff on site to drive agency vehicles as program needs require, etc.
Able to complete all required background checks. Additional requirements may be deemed necessary, including fingerprinting (Live Scan), completion of all Community Care Licensing (CCL) documents, and ability to meet CCL licensing requirements.

Nice To Haves

Advanced certifications or degrees are a plus.
Preferred experience in HMIS (Clarity).

Responsibilities

Develop and provide upkeep to various tracking tools for staff needs and grant deliverables.
Lead team meetings as well as log and maintain the organization of ongoing meeting notes.
Organize Clinical Team calendar, and schedule/track upcoming meetings and events.
Communicate changes, reminders, and other needs to the clinical team in a timely manner.
Gather and upkeep grant narratives monthly and as needed for reporting.
Review and approve grant reports in coordination with the data team, Chief Clinical Officer and data on HMIS.
Make purchases for the clinical team and clients using the purchasing protocol.
Oversee clinical referrals and assign intakes in coordination with clinical supervisor(s).
Manage clinical waitlist.
Serve as a primary liaison between the Clinical Team and internal departments such as HR, Finance, Operations, Training, and Outreach.
Attend meetings as needed including; Clinical Team meetings, funder meetings, and finance meetings.
Supervise RP staff as needed, provide and coordinate training as needed.
Abide by all necessary HIPPA compliance issues.
Provide online training through Zoom and other means of technology to ensure compliance with grant objectives.
Ensure compliance with all grant objectives, assist with purchase order, respond to emails, attend meetings and support the Chief Clinical Officer with administrative tasks and staff hiring process.
Provide individual reflective supervision to designated RP staff.
Oversee that clinical reports are submitted on time and work with the data team to confirm data is being reported correctly.
Participate in all meetings.
Participate in monthly group supervisions with other RP staff.
Work with the Chief Clinical Officer to understand the clinical program objectives and contracts and ensure that clinical staff are meeting program goals.
Work with the leadership team on program growth through assistance in funding opportunities, program development and roll out.
Work closely with the data team to ensure grant compliance and attend grant funder meetings.
Building relationships with the community agencies for training, referrals and collaboration.
Administrative duties of keeping staff timesheets, filing, and notes.
Complete functional timesheets by assigned due dates in compliance with time allocations.
Actively participate in reflective supervision sessions.
Create and maintain documentation of processes and procedures related to job duties.
Other duties as assigned.