NAMI San Diego
Next Steps Office Manager
NAMI San Diego, San Diego, California, United States, 92189
Company Description:
NAMI San Diego & Imperial Counties (National Alliance on Mental Illness) is a nonprofit organization that provides free education, support services, and advocacy to improve the quality of life of everyone affected by mental illnesses.
Next Steps is an integrated care program funded by San Diego County to address the physical health, mental health and substance use needs of clients along with their needs for food, clothing, shelter, transportation and other social services. Staff provides clients and family members who visit the San Diego County Psychiatric Hospital (SDCPH) and its Emergency Unit with onsite support and resource information that promotes successful recovery and reentry into the community. The team consists of trained Peer Support Specialists, Substance Use Disorder Counselors and Behavioral Health Clinicians most of whom have lived experience with serious mental illness, substance use or a co-occurring disorder or have a family with lived experience. Staff offer services that are culturally and linguistically appropriate.Primary Responsibilities/Function:
The Office Manager's primary responsibility and function is to support the Next Steps program in staying organized and ensuring all compliance items are tracked and up to date.Duties and Responsibilities:
Office Manager Duties
Answer all calls coming into program and help triage callers' needs, including referral to program or other community support needs.
Provide clerical and administrative support to the program and to leadership, including:
Acting as primary liaison with our Information Technology department to help assist staff with IT needs.
Track all training and compliance needs for program requirements.
Document and track all licensing and certification requirements.
Update and track all inventory on the appropriate forms.
Responsible for overall efficient and effective operation of program office.
Track current program supplies and program needs.
Organize supply orders.
Provide program support for program purchases and client flex funds.
Track all incoming and outgoing flex fund items such as bus passes, TracFones and glasses.
Fill out and finalize reports for finance for tracking purposes.
Submit AP forms.
Provide onboarding support to all new staff with support from director.
Send new staff needed information such as trainings, meeting invites and badge information.
With support from leadership, build scheduling for new staff for training.
Track onboarding process to ensure successful completion of needed items.
Cover Data Manager duties as needed.
General Administrative Duties
Organize physical and electronic client charts for easy access. This includes filing all loose paperwork, organizing charts, and tracking all charts.
Track program participants for reporting.
Create client charts and enrollment packets as needed.
Expectation to be completed by the end of the day.
Successfully function as a team member and collaborate with co-workers.
Greet and receive program visitors and clients as needed.
Train other admin/staff as needed.
Other duties as assigned.Accountability:
Reports to Next Steps Director.Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions.
Prolonged periods sitting at a desk and working on a computer.
Prolonged periods of standing and walking.
Must be able to lift up to 15 pounds at times.
Minimum Requirements, including linguistic and cultural skills, education, experiences, licenses and certifications:
Must have a satisfactory driving record.
Able to communicate effectively, verbally and in writing.
Basic knowledge of computer software (Microsoft Office, Word, Excel), email, and web navigation.
Experience as an administrative assistant, preferably in a behavioral health program/agency.
Prior history of reliable and consistent attendance.
Able to communicate effectively both verbally and in writing.
Ability to problem-solve and work independently.
Strong customer service skills in person and on the phone.
Organized and attentive to detail.
Demonstrated ability to maintain confidentiality and treat client information with sensitivity.
Experience living with mental illness, substance use or co-occurring disorder; or a family member of a person with lived experience; preferred, but not required.
Demonstrated cultural competency.
Working technical knowledge of current network protocols, operating systems, and standards.
Ability to operate tools, components, and peripheral accessories.
Able to be flexible and work weekdays as well as a weekend day when needed.
Clear TB Test.
Added plus: bilingual and bicultural in Spanish, Arabic, Vietnamese, Tagalog or other Asian language.
Due to our work with vulnerable populations and county contractor requirements, applicants will be required to undergo a background check following a contingent offer of employment and must receive satisfactory results prior to a final offer of employment. If you have any questions regarding this requirement, please feel free to reach out to HR@namisd.org.
NAMI San Diego & Imperial Counties (National Alliance on Mental Illness) is a nonprofit organization that provides free education, support services, and advocacy to improve the quality of life of everyone affected by mental illnesses.
Next Steps is an integrated care program funded by San Diego County to address the physical health, mental health and substance use needs of clients along with their needs for food, clothing, shelter, transportation and other social services. Staff provides clients and family members who visit the San Diego County Psychiatric Hospital (SDCPH) and its Emergency Unit with onsite support and resource information that promotes successful recovery and reentry into the community. The team consists of trained Peer Support Specialists, Substance Use Disorder Counselors and Behavioral Health Clinicians most of whom have lived experience with serious mental illness, substance use or a co-occurring disorder or have a family with lived experience. Staff offer services that are culturally and linguistically appropriate.Primary Responsibilities/Function:
The Office Manager's primary responsibility and function is to support the Next Steps program in staying organized and ensuring all compliance items are tracked and up to date.Duties and Responsibilities:
Office Manager Duties
Answer all calls coming into program and help triage callers' needs, including referral to program or other community support needs.
Provide clerical and administrative support to the program and to leadership, including:
Acting as primary liaison with our Information Technology department to help assist staff with IT needs.
Track all training and compliance needs for program requirements.
Document and track all licensing and certification requirements.
Update and track all inventory on the appropriate forms.
Responsible for overall efficient and effective operation of program office.
Track current program supplies and program needs.
Organize supply orders.
Provide program support for program purchases and client flex funds.
Track all incoming and outgoing flex fund items such as bus passes, TracFones and glasses.
Fill out and finalize reports for finance for tracking purposes.
Submit AP forms.
Provide onboarding support to all new staff with support from director.
Send new staff needed information such as trainings, meeting invites and badge information.
With support from leadership, build scheduling for new staff for training.
Track onboarding process to ensure successful completion of needed items.
Cover Data Manager duties as needed.
General Administrative Duties
Organize physical and electronic client charts for easy access. This includes filing all loose paperwork, organizing charts, and tracking all charts.
Track program participants for reporting.
Create client charts and enrollment packets as needed.
Expectation to be completed by the end of the day.
Successfully function as a team member and collaborate with co-workers.
Greet and receive program visitors and clients as needed.
Train other admin/staff as needed.
Other duties as assigned.Accountability:
Reports to Next Steps Director.Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions.
Prolonged periods sitting at a desk and working on a computer.
Prolonged periods of standing and walking.
Must be able to lift up to 15 pounds at times.
Minimum Requirements, including linguistic and cultural skills, education, experiences, licenses and certifications:
Must have a satisfactory driving record.
Able to communicate effectively, verbally and in writing.
Basic knowledge of computer software (Microsoft Office, Word, Excel), email, and web navigation.
Experience as an administrative assistant, preferably in a behavioral health program/agency.
Prior history of reliable and consistent attendance.
Able to communicate effectively both verbally and in writing.
Ability to problem-solve and work independently.
Strong customer service skills in person and on the phone.
Organized and attentive to detail.
Demonstrated ability to maintain confidentiality and treat client information with sensitivity.
Experience living with mental illness, substance use or co-occurring disorder; or a family member of a person with lived experience; preferred, but not required.
Demonstrated cultural competency.
Working technical knowledge of current network protocols, operating systems, and standards.
Ability to operate tools, components, and peripheral accessories.
Able to be flexible and work weekdays as well as a weekend day when needed.
Clear TB Test.
Added plus: bilingual and bicultural in Spanish, Arabic, Vietnamese, Tagalog or other Asian language.
Due to our work with vulnerable populations and county contractor requirements, applicants will be required to undergo a background check following a contingent offer of employment and must receive satisfactory results prior to a final offer of employment. If you have any questions regarding this requirement, please feel free to reach out to HR@namisd.org.