Training and Programs Assistant

WestCoast Children's Clinic; Oakland (CA); On-site; USD 36,000 - 39,000; Full time

Benefits offered by this job

Employer-paid medical benefits

Dental and vision coverage

Retirement plan options

Annual incentive compensation

PTO and holidays

Job summary

WestCoast Children's Clinic in Oakland, CA, seeks a Training and Programs Assistant to provide administrative coordination across Clinical Programs. The role reports to the Intern Program Training Director and Chief of Clinical Programs and supports intern training, documentation, and program logistics.

Key duties include data entry, evaluations, and maintaining guides and curricula, with a focus on in-person work at our Oakland office. A Bachelor's degree in a human services field is preferred.

Qualifications

• Bachelor's degree preferred, with human services experience.
• Nonprofit program administration experience preferred.
• In-person work at Oakland, CA office is required.

Responsibilities

• Provide administrative support to Intern Training Program and manage intern files.
• Assist in program evaluation and data compilation from surveys.
• Track attendance and compliance trainings.
• Coordinate logistics for retreats, events, and staff meetings.
• Support Clinical Programs with data entry and chart audits in Welligent.
• Maintain program guides and curricula; assist with program finances and events.

Skills

Communication

Organization

Teamwork

Confidentiality

Cultural sensitivity

Mac OS

Education

Bachelor's degree preferred in human services

Tools

Welligent

Airtable

Google Suite

Excel

Mac OS

Job description

WestCoast Children's Clinic, located in Oakland, California, is a non-profit community psychology clinic that provides mental health services to Bay Area children, youth and families. Working at WestCoast Children's Clinic means being part of an organization that is client-centered, trauma-informed, collaborative, and committed to justice and equity.

Position Details

Title : Training and Programs Assistant

Classification : Regular Full Time (1.0 FTE), Non-exempt (Hourly), 40 hours/week

Location : Oakland, CA / In-person

Regular Work Schedule : Monday-Friday

Compensation:

• $26.00-$28.00 per hour

The Training and Programs Assistant provides overall administrative coordination to ensure seamless operations across all of our Clinical Programs. This role reports to the Intern Program Training Director and the Chief of Clinical Programs.

Key Responsibilities:

• Intern Training Support:

  • Provide administrative support to Intern Training Program including tracking essential documents related to intern files, supporting intern selection process, scheduling trainings and retreats, and tracking deadlines.
  • Participate in program evaluation tasks that include administration of evaluation surveys and compiling data from evaluations throughout the year.
  • Track attendance and completion of compliance trainings.
  • Coordinate logistics for retreats, events, and staff meetings.

• Clinical Programs Support:

  • Perform inventory tracking and management.
  • Conduct data entry and client chart audits in Electronic Health Records system (Welligent) and relevant data spreadsheets.
  • Perform various research tasks.
  • Maintain program guides and curriculums.
  • Assist Program leadership in tracking program finance/expenses.
  • Logistic support for events and trainings, including scheduling, catering, and preparation of training materials.
  • Support with Intake and Quality Assurance (QA) tasks.
  • Communications support, including coordinating newsletters and updating the website.

Qualifications:

• Bachelor's degree preferred, with human services/social services experience.
• Demonstrated experience in administration or coordination of nonprofit programs. Mental health program experience preferred.
• Demonstrated experience in program operations with an emphasis on training operations.
• Ability to work in-person at our Oakland, CA office (relocation assistance not provided)

Competencies (Skills, Abilities & Knowledge):

• Strong written and verbal communication, interpersonal, and analytic skills.
• Excellent organization and time management skills, with acute attention to detail for tracking, auditing, and coordinating multiple projects simultaneously.
• Able to work independently and as part of a team.
• Flexible, able to learn, adapt quickly, and maintain confidentiality.
• Knowledge of and sensitivity around issues of race, class, and ethnicity.
• Proficiency with Mac OS and Google Suite required. Excel/Google spreadsheet skills preferred.
• Additional experience or familiarity with Electronic Health Records systems (Welligent), Airtable, and specialized online testing platforms a plus.
• Social media/website content management experience is a plus.

Why work here?

-Be part of a compassionate, driven team that is social justice-focused: We have Staff Affinity Groups such as Staff of Color, LGBTQ+, Equity and Inclusion, Health and Wellness, and more!

-Make a difference for the Bay Area's most vulnerable populations: We serve hundreds of vulnerable kids and their families each year to create positive changes in their lives!

-Access a growth-oriented learning community: As a Joint Commission Accredited agency, we are dedicated to providing the highest standard of care, and offer extensive clinical trainings and seminars led by field experts.

Benefits:

• Employer-paid Medical Benefits for Employees
  • 100% employer-paid dental and vision
  • Dependent medical, dental and vision (50% employer-paid)
• Medical and Dependent Care FSA and commuter plans
• 100% employer-paid life insurance long-term disability insurance
• Voluntary accident, term life and hospital indemnity insurance
• 403(b) and ROTH retirement plan options, employer contribution targeted at 7.5% after first year of employment
• Annual incentive compensation (10%)
• Three weeks PTO during the first year of employment, 4+ weeks PTO with additional years of service
• 12 paid holidays plus one paid floating holiday per year
• 4 paid self-care days per year
• Wellness stipend ($100.00 per month)
• Professional development stipend and CEUs for trainings
• Employee Assistance Program (EAP)

Join us and make a difference in the lives of vulnerable children and families in the Bay Area.

WCC is passionate about leading and encouraging open conversations around race, gender, power, and privilege and how these impact community mental health. We are an equal opportunity employer. We are committed to diminishing the influence of privilege and discrimination in our field and our workplace, whether due to differences concerning age, citizenship, color, disability, marital or parental status, race, religion, gender, or sexual orientation.