ADMINISTRATIVE COORDINATOR

at  Buckelew Programs

Buckelew Programs is the largest provider of behavioral healthcare services in the North Bay for those who would otherwise not have access. Ourmission is to promote recovery, resilience and hope by providing behavioral health and support services that enhance quality of life.
We are excited to be hiring for an Administrative Coordinator for the Orenda Center,a 10-bed detox program in Sonoma County that joined Buckelew in 2023 andis scheduled to reopen this Fall. In this role, you will beresponsible supporting the operational and administrative day-to-day program and training certain staff. You will also provide assistance to the Director in the planning and operation of the administrative and clinical aspects of the program, to ensure smooth functioning and clear communication.

• Provide administrative support to the Director, and others as assigned, to support program work.
• Perform clerical tasks including checking voicemail, filing, copying, and completing routine correspondence and reports.
• In conjunction with the Operations Department, maintain office equipment and supplies, ensuring ongoing maintenance and adequate supplies on hand.
• Support the program by answering calls, problem solving administrative issues, and providing logistical support to program activities. Complete client intakes and schedule appointments as required by the needs of the program.
• Maintain stock of marketing and program materials, respond to materials requests, distribute and track materials distributed to other agencies, as required by needs of program assigned.
• Maintain and monitor database and WITS billing system. Oversee collection and coordination of payment of client fees, complete accurate weekly and monthly reports and submit to Finance Department on a timely basis. Monitor clients medication destruction and documentation of same. Ensure that monthly client file reviews are completed.
• Ensure month-end activities are completed promptly including submission of petty cash receipts, mileage logs, and associated billing. Complete and submit credit card reconciliation.
• Review monthly billing submission for accuracy as assigned. Coordinate timely submission with Director. Communicate with county and finance departments to ensure necessary corrections are addressed.
• Manage donation processing including financial donations, vendor food donations and clothing donations. Coordinate with internal team.
• Maintain and oversee operation of assigned areas of the Electronic Health Record (EHR) and database systems ensuring the accuracy of data entered into the system using predetermined protocols. Provide reporting as requested and authorized.
• Support staff, and interns with technical assistance regarding EHR and database systems. Escalate to appropriate resources as necessary.
• Perform assessments, intakes, discharges, charting and monitoring of clients. Perform individual counseling and provide emotional support for clients. Make appropriate referrals in support of client needs.
• Perform crisis intervention when needed; uphold the rules and respond as a team when the situation warrants. Manage drop-in emergencies, evaluate and determine the need to call 911 when necessary.
• Ensure shift log and client incident reports are regularly completed.
• Ensure the safety of the clients and staff. Maintain good boundaries and exercise confidentiality concerning clients.
• Facilitate and monitor groups. Monitor clients medication.
• Participate in staff training and all staff meetings.