Administrative Manager

Job Description:

Administrative Manager

(re)MIND Alameda

Early Psychosis Division

Agency Overview

Felton Institute responds to the needs of our community by providing innovative, evidence-informed social services that transform lives. Our organization offers 50 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 careers.

Program Description

Felton Institute's Early Psychosis award winning program (re)MIND (formerly PREP) was originally developed in partnership with the University of California San Francisco (UCSF). Felton's (re)MIND is an early psychosis coordinated specialty care model for early detection and treatment of schizophrenia spectrum disorders. (re)MIND core evidence-based practices include Cognitive Behavioral Therapy for Psychosis (CBTp), Strength-Based Care Management, Multi-family Group Therapy, Peer Support, Algorithm-Based Medication Management and Individual Placement and Support (IPS) model of supported education and employment. The (re)MIND model has two additional components, Felton BEAM and BEAM UP, for individuals diagnosed with bipolar or mood disorders with psychosis and for individuals at clinical high risk of developing psychosis, respectively. Funded through partnerships with county behavioral health departments, the Felton Early Psychosis Division operates outpatient coordinated specialty care for early psychosis programs in San Francisco, Alameda, San Mateo, and Marin, and offers excellent training and workforce development.

Job Description

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.

Specific 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.
  
  

Minimum Requirements And Qualifications

• 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.
• 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.
• Valid California Drivers' License with a clean driving record required.
• Bilingual/bicultural and fluent in Spanish or threshold Asian languages is highly preferred.
  
  

Additional Information:

Reports to: Clinical Program Manager

Job Type: Full-time

Work Schedule: Onsite

FLSA Status: Exempt

Salary Range: $70,000 - $80,000 Annually (DOE)

Benefits (subject to election and eligibility): Fully-Paid Medical and Dental Plans; Health Reimbursement Card, Paid Time Off (personal, vacation, and sick time), 403B with company match.

Applying Instruction:

Candidates should apply for the position at our career page "careers.felton.org" OR directly email resumes to "jobs@felton.org".

IMP NOTE: Job responsibilities are subject to change according to program requirements.