Description:
PRIMARY FUNCTION/PURPOSE
Under the direction of the Senior Clinical Administrator is responsible for ensuring the smooth operation of the office and administrative functions, as well as providing administrative support to the Hope Center team. The Hope Center team works together to provide high-quality services and timely support to the work of the program and agency.
ESSENTIAL DUTIES/RESPONSIBILITIES
- Presents a professional welcome for first time clients and their families, as well as those recurring individuals, staff, and others.
- Supports and role-models positive cultural practices; all of which reflect the agency’s mission, core values, employee promise; and fosters high engagement in staff.
- Builds and maintains strong, collaborative relationships with staff, clients, and community stakeholders utilizing Trauma Informed Care.
- Establishes and clearly communicates performance expectations and responsibilities to administrative staff.
- Demonstrates strong commitment to meeting the needs of clients and families in care in a friendly, outgoing, and professional manner.
- Supervises Hope Center office functions; organizes weekly staffings; contacts psychiatrist’s office regarding identified clients for staffing; and completes other administrative tasks.
- Develops and implements efficient office systems and keeps office equipment maintained.
- Inputs and completes daily/weekly therapy services billing, correcting validation errors and completes monthly reports.
- Conducts annual licensing review and credentialing or re-credentialing insurance panels for each therapist.
- Consistently provides ongoing reflective supervision, coaching, training, and support to staff to create and maintain an environment of safety, well-being, and a highly engaged team.
- Utilizes Trauma Informed Care principles, through all interactions with others by providing a safe environment; offers choices; provides collaboration; assures trustworthiness; and empowers the clients to engage in services.
- Completes projects as assigned by Senior Clinical Administrator.
- Creates reports that reflect the progress of program services against goals and measurable objectives.
- Leads and coordinates speaking engagements to recruit and raise awareness on behalf of the Hope Center
- Assists in the development and implementation of a tailored, and diligent recruitment effort to increase participation in the Hope Center
- Engages in community activities to raise awareness of trauma, adverse childhood experiences and evidence-based services available in the community, which include the following counties: Bexar, Comal, Guadalupe, Atascosa, and Medina.
- Engages with local school districts, hospitals, and local courts to educate on services and offer monthly presentations to staff and families on available resources.
- Collaborates with departments, program staff and community collaborators for implementation.
- Responsible for reporting and collecting required and relevant data for analysis and measurement of program outcomes.
- Demonstrates consistent, reliable punctuality and attendance.
- Completes other duties as assigned.
Requirements:
GENERAL EXPECTIATIONS ESSENTIAL DUTIES/RESPONSIBILITIES
- Adheres to all policies and procedures of the agency and its accrediting and standard setting bodies, such as Council on Accreditation (COA) and state licensing.
- Manages report systems.
- Reviews and screens and intake e-mail; completes referral calls.
- Monitors client discharges and grant program lists.
- Maintains client confidentiality per The Children’s Shelter standards and all applicable codes of ethics.
- Manages staffings and psychiatry client appointments.
- Completes QUI quarterly reports data results and documentation audits, as needed.
- Collaborates with IT on data management and report updates.
- Manages routine data management and provides routine data management and reporting grant cycles.
- Implements and supports The Children’s Shelter’s Mission, Vision, and provider networks Values.
- Attends mandatory trainings as defined in positions training matrix by the assigned deadline.
- Uses outside professional collaboration and intra-agency teamwork appropriate to the agency.
- Organizes work in an environment with multiple challenges and priorities.
- Avoids all conflicts of interest, real or perceived.
- Performs other duties as assigned to ensure continuity of operations.
REQUIREMENTS
- Bachelor’s degree or equivalent work experience
- Experience with non-profit organizational administrative systems preferred 3-5 years minimum administrative experience.
- Bachelor’s degree or equivalent work experience
- Ability to maintain professional composure and critical thinking in a crisis driven environment.
- Ability to engage and communicate effectively with persons from diverse cultures and communities, including children/youth, their parents, network provider’s staff, supervisors, administrators, and the legal and judicial system.
- Skill in establishing and maintaining effective relationships.
- Adheres to all policies and procedures of the agency and its accrediting and standard setting bodies, such as Council on Accreditation (COA) and state licensing.
- Gathers, assembles, correlates, and analyzes facts.
- Demonstrates flexibility to adjust to dynamic work environment.
- Bilingual with English and Spanish is a plus.
DESCRIPTION OF WORKING ENVIRONMENT
Position is assigned to the offices of the Hope Center. Scheduled for 40 hours per week, with occasional weekend or evening work may be required. The working environment and work assignments consists of indoors, and occasional outdoor activities. Travel will be required for community engagement activities to include the following counties: Bexar, Comal, Guadalupe, Atascosa, and Medina. Normal schedule is 40 hours per week, Monday through Friday, 8am-5pm, but schedule adjustments will be necessary to allow for evening or weekend activities. This role is subject to grant funding.
DESCRIPTION OF ORGANIZATIONAL RELATIONSHIP/REPORTING RELATIONSHIPS
Supervised by: Senior Clinical Administrator
Supervises: Office Coordinator, Administrative Assistant