Bilingual Intake and Programs Administrator

Bilingual Intake and Programs Administrator

Adult Behavioral Health - Hayward, CA 94545

Salary Range $28.00 - $35.00 Hourly Position Type Full Time Job Shift Day Education Level High School Travel Percentage Up to 25%

POSITION OVERVIEW:

The Intake & Programs Administrator role acts as the central point of communication for the Adult Outpatient Behavioral Health and Community Mental Health Support programs by following office workflow procedures to ensure maximum efficiency; operates the central phone console, greets all callers and/or incoming visitors/clients, and performs routine administrative, safety, and personnel duties as assigned.

The Intake & Programs Administrator will support clients who are seeking mental health services through phone calls or walk-ins. The Intake & Programs Administrator will collect information about the client and requests for referrals, including screening for eligibility for different programs. They will also assess if the client is in crisis and needs immediate attention from the Officer of the Day.

This role will uphold and champion the agency's mission, vision, and values and contribute to a collaborative and inclusive work culture.

Schedule:

Monday through Friday, 8:30am- 4:30pm (hours may vary depending on coverage needs), and can vary depending on departmental needs, with an agreed option for remote/hybrid opportunity. The Program Director will discuss this option.

Essential Job Functions and Responsibilities:

Reception, Client Services, Administrative Coordination:

• Greet and assist staff, visitors, and clients in a warm and professional manner, both in person and on the phone, by answering questions or referring inquiries.
• Guides and directs visitors to their scheduled appointments.
• Maintains an up-to-date list of contact information and birthdays for all staff and updates agency rosters as needed.
• Perform special office-related tasks as requested by the Director, department leadership, or department staff.
• Keep front office space, reception, kitchen, and therapy rooms neat and clutter-free and safe at all times.
• Call clients daily to confirm psychiatry appointments.
• Answering phones, checking voicemail, responding to client questions, and filling out requests for services.
• Provide reminder calls for psychiatric patients and assist in scheduling psychiatric appointments
• Check voicemail and email daily, and distribute messages immediately.
• Coordinate and triage Crisis Support Services phone calls, voicemail.
• In the event of an emergency, assist clinicians in contacting clients to cancel their appointments.
• Conduct screenings or request services to make timely contact with referral participants, screening them for program eligibility and providing resources as needed.
• The Office Coordinator will update the Sales Force system about the referral call-back results.
• Run monthly invoicing reports through county system portal and distribute accordingly to Director, Chief Clinical Officer and Finance Director
• Support with OUCs (administrative updates, openings, and closings) in a timely manner
• Manage and track: staff credentialing and necessary access/ orientation during onboarding, staff CG logs, NOABD letters, Medical Eligibility checks, CQRT and documentation reminders.

Office Maintenance

• Update and maintain the Adult OP administrative manual.
• Maintain inventory of office supplies and place orders as needed in coordination with staff and leadership.
• Maintain La Familia supplies of swag for tabling events and clients, PPE inventory, safety supplies, cleaning supplies, and tracking.
• Accept deliveries, sort, mark "received," and distribute mail, packages, and faxes immediately.
• Distribute checks.
• Coordinating maintenance for machines and building.
• Ensure safety protocols are in place and the evacuation map and fire extinguishers are current.
• Serve on the site safety committee as a St Rose representative.
• Maintain the photocopy machine and keep it supplied with adequate paper/ink
• Maintain the front desk area organized, making copies when necessary to refill blank forms for provider use

Calendar & Scheduling Management

• Maintain and coordinate shared calendars for breakrooms, lactation rooms, conference rooms, therapy rooms, psychiatry scheduling, and use of other communal spaces.
• Coordinate room block scheduling for the providers to ensure that we are maximizing the space resources within the building
• Schedule and confirm appointments, meetings, and events for executives, clinicians, and key program leaders as requested.
• Send calendar invites, reminders, and ensure proper meeting logistics (Zoom links, room setup, materials, etc.)
• Resolve scheduling conflicts and ensure time management for leadership and team events.
• Provide ongoing support to the Director and Assistant Director of Adult Behavioral Health and the Programs/Intake Administrator as needed.

Departmental Support

• Serves as an Intake backup for the Intake Front Desk Coordinator:
• Conducts in-person and/or phone screenings for all Requests for…