Administrative Manager II - Felton Institute

Administrative Manager II

Felton Outpatient Services Solano

Adult 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 career.

Program Description
Felton Outpatient Services Solano (FOSS) is a multi-disciplinary team of clinicians, medical providers, case managers, and peer advisors that provide recovery-oriented, culturally responsive, and trauma-informed manner specialty behavioral health services to clients 18 and older (moderate level intensity), who are Solano residents and/or have Solano County Medi-Cal or Kaiser Medi-Cal.  The team will assist individuals experiencing severe mental illnesses that interfere with their ability to live in the community, attend appointments with professionals in clinics and hospitals, and manage mental health symptoms by providing the following outpatient services: mental health services (i.e., assessment, evaluation, plan development, collateral, family engagement, individual and group therapy, individual and group rehabilitation, and interactive complexity), case management/brokerage, crisis intervention, and medication support.

Job Description
The Administrative Manager II is part of the administrative team for the Adult and TAY divisions. This role will be working with the FOSS team and other TAY and/or adult programs administratively. Under supervision of the Program Director and Director of TAY and Adult Mental Health Services, the Administrative Manager II supports administrative and clerical needs and interfaces with program staff as well as clients in the program. This position supports the Program Director and Director with mental health program operations, including pre-reviews for uploads, reconciliation, data entry into various systems, monitoring contract requirements, and maintaining compliance binders for programs. Duties include maintaining data, as well as generating and formatting reports and other documents using a full range of computer software skills including spreadsheets, word processing, database management.

This position is responsible for overseeing 2 offices (Fairfield and Vallejo offices) and administrative staff and may require traveling between these offices to manage the operations.

The Administrative Manager is also responsible for the day-to-day operations of the clinic including purchasing supplies and working with Felton's Operations and Facilities staff.

Program Specific Responsibilities

• Manage Administrative Staff with daily operations of the Fairfield and Vallejo offices.
• Oversee chart health including monitoring of task completion (i.e. correct coding and billing issues to be followed up on by staff and program directors).
• Open and Close client Episodes in data systems (CIRCE and AVATAR) and maintain and update client information.
• Enter Timely Access.
• Assist clinicians with accessing client records, specifically medical records.
• Maintain Medi-Cal and compliance binders for the program.
• Manage the BOCC audit for the program.
• Assist Program Director in monitoring program objective targets, completing monthly report summaries (e.g. Productivity Reports, completion of Declaration of Compliance requirements).
• Assist Program Director and Director with other auditing tasks, such as PURQCs and other program deliverables.
• Reconcile monthly billings in data systems (CIRCE and AVATAR)
• Perform office administration (purchasing supplies, working with Operations and Facilities, managing invoices etc.).
• Prepare and assist with employee on-boarding and off-boarding activities.
• Work as a team member with the other admin staff in supporting Felton.
• Support with the intake process, as needed (collecting all intakes that come into the program, connecting with the families on the waitlist, triaging intakes with the Program Director weekly and assigning referrals to clinicians, connecting with the referral around timeline of referrals).
• Work closely with Felton's QM team and attending weekly and monthly meetings with Felton's QM staff.
• Assist in the development of program operations for new programs, along with Program Director, Director, and other Felton management.
• Other duties as assigned. 

Minimum Qualifications

• A minimum of 1-2 years of experience in an assistant/supportive role (experience supporting a mental health program or other medical setting a plus).
• Knowledge of Solano County mental health system a plus.
• Working knowledge of a variety of computer software (i.e. Microsoft Word, Excel and Access, PowerPoint, Adobe).
• Ability to work in the office (not remote) and adhere to any current COVID 19 protocol.
• Ability to do some lifting of charts and boxes and walking.
• 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.
• Bi-lingual/bi-cultural candidates encouraged to apply. 

Additional Information:

Reports to: Director of Adult and TAY Mental Health Services

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.