Administrative Manager II - Felton Institute

Administrative Manager II

Felton Institute SMI/M2M Program

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.

Job Description

• Overseas mental health contract compliance for mental health programs in the Alameda office in collaboration with the Program Directors, who remain responsible for specific programmatic compliance.   
• Oversees chart health for all Alameda County Programs including monitoring of task completion (i.e. correct coding and billing issues have been followed up on by program directors). 
• Performs the following administrative duties, prepares ROEs – payment of invoices, reimbursements etc. 
• Assists Program Directors/Managers in monitoring program objective targets, completing monthly report summaries (e.g. Productivity Reports, completion of Declaration of Compliance requirements). 
• Assists Program Directors with CIRCE auditing for Alameda County Programs. 
• Review CQRTs administrative requirements before INSYST entry and upload into CIRCE. 
• Reconciles monthly billings in CIRCE and INSYST.
• Builds and maintains detailed binders on Procedures (Including: Reconciliation, New Staff Orientation, Staff Departures, Program Policies and Procedures, Medi-Cal Certification). 
• Other duties as assigned.

Specific Responsibilities

• Pre-reviews for uploads
• Data Reconciliation
• Manage the episodes opening and closing of client charts
• Responsible for tracking intakes for M2M/SMI referrals
• Maintain compliance binder specific to the offices as necessary for programs
• Maintain data; generates and formats reports and other documents using a full range of computer software skills, including spreadsheets, word processing, database management, EHRs
• May assume responsibility for special projects related to Agency, Division, and Program functions
• The Administrative Manager II will assist with set-up and scheduling of all trainings, request ASL interpreters if necessary

Qualification

• A minimum of 5 or more years of experience in an assistant/supportive role (experience supporting a mental health program a plus), with prior administrative management experience of at least one program 
• Knowledge of Alameda Couty Mental Health system is a plus 
• Bachelor’s degree or equivalent educational experience 
• Working knowledge of a variety of computer software (i.e. Microsoft Word, Excel and Access, PowerPoint, Adobe) 
• Strong organizational, interpersonal and communication skills 
• Time management skills 
• Ability to prioritize projects and follow through 
• Ability to be a team player with a welcoming attitude 
• Ability to cope with a high energy, intense work environment 
• Ability to work primarily independently with direction and support

Additional Information:

Reports to: Program Director

Job Type: Full-Time

Work Schedule: Onsite

FLSA Status: Exempt

Salary Range: $70,00 - $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.