Administrative Manager

FAMILY SERVICE AGENCY OF SAN FRANCISCO; Roseland (CA); On-site; USD 75,000 - 82,000; Full time

Benefits offered by this job

Full medical and dental

Health Reimbursement Card

Paid Time Off

403B with company match

Job summary

Felton Institute is seeking an Administrative Manager for Bridge Housing Site Management and Support Services. The role focuses on contract oversight, documentation, training logistics, and on-site leadership to ensure smooth operations for the 71-bed transitional housing facility.

The position requires a bachelor’s degree and 3+ years in an assistant role, with supervisory experience preferred. Competitive benefits and onsite work schedule are included.

Qualifications

• Bachelor's degree required; master’s degree preferred in Social Services or Administration.
• Minimum three (3) years’ experience in an assistant/supportive role; supervisory experience preferred.
• Proficiency with Microsoft Word, Excel, PowerPoint; familiarity with other software as needed.
• Strong organizational and interpersonal communication skills; ability to work independently with direction.
• Experience maintaining confidential records and ensuring regulatory compliance.

Responsibilities

• Support program manager with monitoring contract requirements and managing compliance binders.
• Obtain Specialty Mental Health Medi-Cal site certification.
• Maintain updated copies of all program contracts, client consents, staff charts, and other confidential paperwork.
• Assist in setting up and scheduling staff training and weekly staff meetings.
• Maintain data, generate and format program reports for monthly, quarterly, and yearly reporting.
• Act as on-site lead when the program manager is unavailable or on PTO.
• Other duties as assigned.

Skills

Strong communication

Organizational skills

Prioritization

Independent work

Education

Bachelor's degree

Master's degree preferred

Tools

Microsoft Word

Excel

PowerPoint

Access

Adobe

Job description

Administrative Manager

Bridge Housing Site Management and Support Services

Justice Services 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 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

Bridge Housing is intended to address the immediate shelter and treatment needs of people who have serious behavioral health conditions and are experiencing homelessness. The site management and support services team are responsible in maintaining a 71-bed transitional recovery and community re-entry housing facility for those suffering from mental illness and/or substance use disorder who are experiencing homelessness. The target population often suffer from complex and co-occurring medical conditions and other characteristics that can challenge their ability to navigate mental health, physical health, and substance use treatment in the Santa Rosa community. This interim shelter is for individuals experiencing homelessness who have serious behavioral health conditions and/or substance use disorder issues who are willing to receive treatment. A particular focus will be Community Assistance, Recovery, and Empowerment (CARE) Court clients with a court-ordered care plan. CARE Court is aimed at helping those suffering from untreated mental health and substance use disorders that lead to homelessness, incarceration, or worse. Bridge Housing Site Management staff will be responsible for the overall operations of including crisis intervention, behavioral health, substance use disorder and medication support.

Position Summary

Program Contract Oversight

• Support program manager with monitoring contract requirements and managing compliance binders
• Obtain Specialty Mental Health Medi-Cal site certification
• Maintain updated copies of all program contracts, client’s consents, staff charts and other legal and confidential paperwork
• Assist in setting up and scheduling staff training and weekly staff meetings as necessary
• Maintain data, and generates and formats program reports and other documents related to monthly, quarterly and yearly program reporting
• Act as on-site lead when program manager is unavailable, off-site or on scheduled PTO as needed
• Other duties as assigned

Administrative Duties

• Manage and maintain client PHI and charting, keeping in compliance with all Federal, State, and local laws.
• Data entry to Smart Care and CIRCE and other electronic record keeping programs
• Maintain facility guest logs and any visitor logs as needed
• Prepare ROEs, payment of invoices, reimbursement and reconcile monthly billing
• Work closely with QA to ensure all licensing and certification requirements are in place
• Responsible for supply chain ordering/receiving, inventory control, request repairs to facility, janitorial, parking management, and grounds management
• Conduct all intakes to include signing of consents by clients and orientation of program rules and expectations
• Conduct BHBH house meeting on a weekly basis for all guests
• Support de-escalation and activation of safety protocols and report all guests breaking site protocols to program manager to next step obtain direction
• Other duties assigned.

Minimum Requirements and Qualifications

• Minimum three (3) years’ experience in an assistant/supportive role
• One year of supervisory experience preferred
• Bachelor's degree required; master’s degree preferred in the field of Social Services or Administration
• Knowledge of Computer applications related to the work. Microsoft Word, Excel, and PowerPoint.
• Working knowledge of a variety of computer software (i.e. Microsoft word, excel and access, power point, Adobe)
• Strong organizational, interpersonal and communication skills
• Ability to prioritize projects and follow through
• Ability to work independently with direction and support
• Standard office practices and procedures, including records management
• Communicating effectively in oral and written forms.

Additional Information

Reports to: Program Manager

Job Type: Full Time

Work Schedule: Onsite

Salary Range: $75,000 - $82,000 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.

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