Administrative Manager I

Administrative Manager ISenior DivisionAgency OverviewFelton 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 career.Division DescriptionFelton’s Senior Division specializes in a full continuum of mental health services for older adults in outpatient clinics, the community, and supportive housing sites, as well as programs in employment training, economic security, case management, advocacy, and social connection and inclusion.Felton’s Older Adult Mental Health Model offers specialized treatment for individuals with severe psychiatric disorders and in different stages of recovery. Services are clinic and field based and use Evidence-Based or Informed Practices, as well as Recovery Model principles.Job DescriptionAs part of the Administrative Team, this position primarily supports two programs in San Francisco: Geriatric Outpatient Services West and the Clinical Housing Support Program. This position is under the direct supervision of an assigned Program Director, along with the Administrative Manager II in supporting administrative, clerical needs, and operations. The role requires reporting to several locations in San Francisco and interfacing directly with program staff.Specific ResponsibilitiesOversees chart health of Senior Division Programs, including monitoring of task completion (i.e. annual chart review, correct coding, and follow up on billing issues with staff and program directors).Perform office administration (i.e. filing, sorting and distributing faxes, mail/packages, and parking assignments; troubleshoot and manage office equipment, such as printer, copier, fax and postal machine.)Perform administrative duties: monitor and purchase office supplies, handle flex funding and petty cash, prepare ROEs – payment of invoices and staff reimbursements etc.Maintains and updates client information in CIRCE and CareLink, including opening and closing client episodes, timely access information, inputting annual information updates and any billing information updates.Maintains MediCal and Compliance Binders and assists Program Directors with program monitoring and auditing for all Senior Division Programs.Maintains data; generates and formats reports and other documents using a full range of computer software skills including spreadsheets, word processing, database management, and EHRs.Assists Program Managers/Directors in monitoring program objective targets, completing monthly report summaries and assist in completion of annual BOCC performance Objective reports for all Mental health programs in Senior Division (e.g. Productivity Reports, Weekly Reminders).Assist Program Managers/Directors with CIRCE auditing for all Senior Division Programs.Complete Pre-Upload Check before monthly billing upload and reconciles monthly billings in CIRCE and CareLink.Prepares and assists with employee onboarding and offboarding activities.Coordinate matters requiring Division Director and Program Directors approval within the Senior Division.Support multiple SF site locations for Mental Health Programs in Senior Division.Other duties as assigned.Minimum QualificationA minimum of 2 or more years of experience in an assistant/supportive role (experience supporting a mental health program a plus)Ability to work in the office (not remote), adhere to COVID 19 protocols, some lifting of charts and boxes, walking necessaryKnowledge of San Francisco Mental Health system is a plusWorking knowledge of a variety of computer software (i.e. Microsoft Word, Excel and Access, PowerPoint, Adobe)Strong organizational, interpersonal and communication skillsExceptional time management skillsAbility to prioritize projects and follow throughAbility to be a team player, problem solve, with a welcoming attitudeAbility to cope with a high energy, intense work environmentAbility to work primarily independently with direction and supportBi-lingual/bi-cultural candidates are encouraged to apply.Additional Information:Reports to: Program DirectorJob Type: Full-TimeWork Schedule: OnsiteFLSA Status: Non-ExemptSalary Range: $65,000 - $75,000 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.

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