Administrative Manager

Administrative Manager

Early Psychosis – (re)MIND® Monterey

Agency Overview

Founded in 1889, the Felton Institute (formerly Family Service Agency of San Francisco) has a history of innovation in services for vulnerable children, families, and adults. Felton’s mission is to respond to human needs with cutting edge social services and treatment that combine the best social science research with cultural sensitivity, a deep respect for the consumer, and a commitment to social justice. With over 46 programs in 15 languages at sites throughout the San Francisco Bay Area and surrounding counties, our comprehensive array of services reaches across all racial, ethnic, cultural, and linguistic lines. Felton offers a dynamic, challenging, and supportive work environment where staff is encouraged to increase their skills and enter new domains.

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 evidence­based practices include Cognitive Behavioral Therapy for Psychosis (CBTp), Strength­Based Care Management, Multi­family Group Therapy, Peer Support, Algorithm­Based 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, Monterey, and Marin, and offers excellent training and workforce development.

Position Overview

The Administrative Manager provides a variety of administrative support on site to promote excellence in services, 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 Program Manager.

Specific Duties and Responsibilities (Essential Functions)

• 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
• Perform administrative functions to manage client episodes 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.
• Schedule client appointments and send reminders before appointments
• Call clients 48 hours after being prescribed new medication to follow up (e.g., ensure pick up, assess tolerance)
• Submit Prior Authorization and TAR (Treatment Authorization Request) forms for medications. Call pharmacies to follow up on status
• Register clients in Quest Diagnostics E-Prescribing system for lab orders
• Send reminders to get labs done in between appointments
• Schedule multispecialty care coordination meetings for the psychiatrist and outside medical team or providers (e.g., PCP, neurology, endocrinology, sleep medicine)
• Support program Psychiatrist in maintaining and arranging scheduling of clients
• Request outside medical records prior to initial psychiatric evaluations and as needed throughout treatment
• 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 ensure 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

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, SharePoint, 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 a plus.
• Personal or family experience of overcoming mental health challenges highly desirable.
• Valid California Drivers’ License with a clean driving record required.

Competencies

• Good customer service perspective
• Ability to follow instructions
• Ability to prioritize projects and follow through
• Excellent time management skills
• Excellent communication (written and verbal) and interpersonal skills
• Strong organizational skills and attention to detail,
• Team player with a welcoming attitude
• Ability to interact with and respect differences of opinion, beliefs, culture, appearances and ways of life
• Bilingual/Bicultural and fluent in Spanish is preferred, but not required 

Physical Requirements, Use of Equipment, and Work Environment

The position requires sitting at a desk approximately 70% of the time, with standing 20% and walking or driving 10% of the time. Ability to perform routine bending, stooping, twisting, and reaching. Lifting may be required occasionally of no more than 20 lbs at a time. Approximately 80% of the time the employee uses a computer, keyboard, mouse, telephone, mobile phone, fax machine, copier, and video conferencing equipment. 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 disabilities to perform the essential functions. The work is performed in an office environment and/or at various community locations and requires local travel.

Additional Information                                                                                                                          

Job Title: Administrative Manager                                                        

Division: Felton Early Psychosis                                                            

Position: 1.0 FTE (Full Time), Non-exempt                                           

Reports to: Clinical Program Manager 

SEND RESUMES TO: "jobs@felton.org"