Administrative Manager I

Administrative Manager I Support Services at Essex/Zygmunt Arendt Senior 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 60+ 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 on 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 and Division Description Felton’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 Description

As part of the Administrative Team, the Administrative Manager I position primarily supports two programs in San Francisco: Essex and Zygmunt Arendt supportive housing site programs. This position is under the direct supervision of assigned lead supervisors at each site, along with the Administrative Manager III in supporting administrative, clerical needs, and operations. The role requires reporting to two locations in San Francisco and interfacing directly with program staff. 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. May assume responsibility for special projects related to Agency, Division, and Program functions.

Specific Responsibilities

• Oversee charts 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).
• Oversee office administration (i.e., filing, sorting and distributing faxes, mail/packages, and parking assignments; troubleshooting and managing office equipment, such as printer, copier, fax, and postal machine.)
• Develop and maintain administrative duties as follows: monitor and purchase office supplies, handle invoices, and prepare ROEs – payment of invoices and Staff reimbursements, etc. and updates client information in CIRCE and ONE database systems, including opening and closing client episodes, timely access to information, inputting annual information updates and any information updates.
• Develop and maintain Compliance Binders and digital files and assists lead supervisors at each site with program monitoring and auditing for Senior Division Programs.
• Develop systems and maintains data; generates and formats reports and other documents using a full range of computer software skills including spreadsheets, word processing, database management, and other EHRs if needed.
• Update client records updated in ONE and CIRCE systems (uploading initial consents and quarterly updates, and any other documents as required by the funders).
• Participate in both programs during audits, making sure all required updates and paperwork are met, following the funders' guidelines in ONE and CIRCE systems.
• Oversee charts in ONE and CIRCE systems for completeness and accuracy of admission paperwork and relays to staff any missing paperwork.
• Delivers and assist with employee onboarding and offboarding activities.
• Escalate matters requiring Division Director and Program Directors' approval within the Senior Division.
• Maintain a support system for two SF site locations within the Senior Division programs but will cover other sites as well when needed.
• Deliver exceptional customer service and ensures needs are met by team members and tenants at both sites as needed.
• Accountable for taking concise notes during Team/HSH Operations and affiliated meetings for monitoring purposes.
• Develop systems and participate in tracking of employee onboarding, trainings, and offboarding activities.
• Other duties as assigned.

Minimum Requirements and Qualifications

• A 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), some lifting of charts and boxes, and walking necessary.
• Knowledge of San Francisco Mental Health system and ONE System is a plus.
• Working knowledge of a variety of computer software (i.e. Microsoft Word, Excel and Access, PowerPoint, Adobe)
• Strong organizational, interpersonal, and communication skills
• Exceptional Time management skills
• Ability to prioritize projects and follow through
• Ability to be a team player, problem-solve, with a welcoming attitude
• Ability to cope with a high-energy, intense work environment
• Ability to work primarily independently with direction and support
• Ability to work with other Admin staff supporting multiple sites when

Additional Information:

Reports to: Administrative Manager III Job Type: Full-Time Work Schedule: Onsite FLSA Status: Exempt Salary Range: $70,000 – $72,000 (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”.

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