Program Administrative Cordinator

Starting Hourly Rate: $22.59 per hour

Type of Program: Children & TAY
Population: Ages 5 to 18

Who We Are:
Pacific Clinics is California's largest community-based nonprofit provider of behavioral and mental health services and supports. Its team of more than 2,000 employees speak 22 languages and are dedicated to offering hope and unlocking the full potential of individuals and families through culturally-responsive, trauma-informed, research-based services for individuals and families from birth to older adults. The agency offers services in 18 counties including Alameda, Contra Costa, Fresno, Kings, Los Angeles, Madera, Orange, Placer, Riverside, Sacramento, San Bernardino, San Francisco, Santa Clara, Solano, Stanislaus, Stockton, Tulare and Ventura

Who We Serve:
Pacific Clinics serves children, transitional age youth, families, adults, and older adults. We offer a full range of mental and behavioral health services, foster care and social services, housing, continuing adult education and early childhood education programs to Medi-Cal eligible individuals and families. Our diverse staff provides culturally and linguistically relevant services in over 22 languages to our region’s culturally and ethnically diverse populations. We provide services in 18 counties across California.

POSITION SUMMARY:

The Program Administrative Coordinator will coordinate and performing the administrative functions in overall support of the assigned programs. Provides skilled administrative support to the Program Director, ensuring confidentiality, accuracy and completion of work in a timely manner. In the absence of the Program Director, the Program Administrative Coordinator will oversee the day-to-day operations of the program.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Guides department management developing and maintaining sound organizational structures, improving management methods and procedures, and seeing to the effective use of personnel and resources.
• Monitors and evaluates the effectiveness of work flows and protocols throughout the assigned Program(s).
• Develops, accumulates and analyzes a variety of data related to functions of the Program(s) including charts, graphs, or reports reflecting effectiveness and efficiency standings and planned versus actual accomplishments, including narrative explanations for variations indicated.
• Writes and/or edits reports, information papers and other informational material designed primarily to report functions of the department.
• Collaborates with supervisors, program staff, and support services staff to provide continuity in administrative services to support program service delivery, and promote effective problem-solving and inter-program cooperation.
• Acts as liaison between Program Director/Manager and their subordinates to follow-up/ensure projects are completed as planned, identifying deadlines for reports, proposals and contracts; ensures contract compliance and adheres to deadlines.
• Works with program staff to ensure required forms and paperwork are completed within deadlines, tracks progress and provides compliance reports, including required action plans and consumer documentation.
• Maintains workflow in absence of Program Director, referring assignments to appropriate staff and following-up as necessary.
• Provides administrative supervision to psychiatrists and nurse practitioners on-site ensuring that agency protocols are followed and coordinates coverage as needed.
• Assists in assuring staffing needs are met to comply with licensing and other contractual agreements.
• Acts as site complaint representative and logs and responds to any consumer complaints/grievances in accordance with agency policy.
• Collaborates with Program Director/Team Supervisors to review charting and documentation to ensure accuracy, completeness and compliance with Pacific Clinics’ standards: Participates in internal chart audits.
• Collaborates with the Support Services staff and the Program Director to ensure that medical record requests and subpoenas are responded to in accordance with agency policy.
• Collaborates with the Support Services staff to coordinate intake process on site, assign staff, communicates and tracks required information.
• Ensures the timely submission of all performance appraisals, new hire and termination paperwork and other employee status changes within the program including informing HR of employee leaves of absence, work-related injuries and employee incidents.
• Runs reports using Welligent and Dashboard Analytics to monitor program census, staff productivity, program funding source targets/revenue, client count, inactive clients, and other reports as requested and distributes to staff as required.
• Researches, gathers and organizes data; prepares proposals and reports for review as directed.
• Participates in preparing program budgets and oversees budgeted expenditures to ensure compliance with approved budgets.
• Assists Program Director and the Regional Support Services Manager in the general management of the program facility which includes, but is not limited to: space planning, facility maintenance, resolving operational issues, scheduling conference/training rooms, keys, safety and security.
• Ensures program staff receive and are familiar with all program Procedural Manuals, Program Operations Manuals, and all policies and procedures updates.
• Develops and maintains knowledge of Administrative policies and procedures and assures assigned staff are in compliance, including timely preparation and submission of related paperwork; informs staff of Agency-wide policy changes.
• Acts as point of contact for program staff regarding Information Systems issues and assists as Welligent superuser or subject matter expert as assigned.
• Coordinates onboarding of a new employee within the program; provides informational packets and obtains any necessary items for new hires; may provide training in policies, procedures, computer usage and related items; creates, maintains, and updates program personnel files as required by licensing and program contract requirements.
• Ensures all safety and health standards are followed and responds to safety issues within the program in a timely manner; runs on-site health and safety meeting.

EDUCATION and/or EXPERIENCE/POSITION REQUIREMENTS:

• Bachelor’s Degree business management, related field or equivalent work experience (2 additional years)
• Minimum 5 years' experience in administration.
• Professional level of proficiency with Word, Excel, Visio, PowerPoint and SharePoint.
• Prior work experience with electronic health system a plus.
• Thorough knowledge of business English, spelling, punctuation, and general office practices and procedures.
• Very effective verbal and written communication skills. Effective work organization skills and ability to work with minimal supervision.
• Ability to work effectively as a team player.
• Ability to be flexible and work in a changing environment.
• Ability to establish and maintain complex and confidential files, records and official documents.
• Ability to solve problems and make routine recommendations.
• Ability to work effectively with diverse consumers and staff.
• Must pass Department of Justice (DOJ), Federal Bureau of Investigations (FBI), background clearance.
• Must possess a valid California driver's license and maintain an insurable driving record under the Clinics' liability policy.

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Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with Federal, state and local laws, including but not limited to the Los Angeles Fair Chance Initiative for Hiring.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.