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JOB DESCRIPTION

TITLE: Clinical Services Administrative Assistant

ACCOUNTABILITY: Director of Clinical Services

This is a full-time position, with a competitive salary and benefits package. If you are a highly organized and detail-oriented individual who is comfortable managing multiple projects and passionate about supporting individuals facing mental health and substance abuse challenges, we encourage you to apply.

ESSENTIAL FUNCTIONS:

The Clinical Services Administrative Assistant is an integral part of the frontline service teams of
Progress Foundation. While programs are working directly with individuals to accomplish their behavioral health goals, the Clinical Services teams work to make processes, procedures, education, and advocacy to ensure services operate smoothly.

Under the supervision of the Director of Clinical Services, the Administrative Assistant aids the clinical management team in supporting the twelve direct service programs in Progress
Foundation’s continuum of care. Specific essential job functions include the following:

A. Attend assigned meetings, including, but not limited to, weekly Clinical Services meeting, monthly Program Leadership meetings, and other meetings as determined.
Calendar meetings, send notices, prepare refreshments, take notes, distribute information, and assist in other related tasks.

B. Assist in updating regulatory policy and procedure manuals and address related questions from agency staff.

C. Update and maintain clinical documents and forms as directed by Clinical Service team members.

D. Develop and maintain a digital filing system for all agency policies, procedures, and documents relevant to the treatment programs.

E. Assist in tracking and processing of incident reports and HIPPA related documentation.

Forward incident reports, as directed, to appropriate licensing and/or certification agencies. Maintain database and prepare reports.

F. Track and monitor consultant licensing and certification information, request updated information, and send renewal contracts. Plan, attend, and prepare minutes of bi-monthly consultant meetings. Maintain relationship with locum tenens providers and assist in arranging vacation coverage.

AA Job Desc, rev. May 2nd, 2023

G. Support the Manager of Clinical Learning and Professional Development in coordinating and scheduling trainings. Plan preliminary annual schedule, identify, and contact potential out of agency trainers, and prepare contracts. Prepare items needed for training, including refreshments, training materials, and evaluation and report forms. Track attendance and requested future trainings.

H. Assist in production of agency’s Progress Notes communication. Request information from programs and create exciting stories from direct service staff to share with the agency.

I. Support in the management of client data systems. Create final reports to Progress

Foundation administration and program leadership.

J. Manage the clinical calendar of vacations, meetings, trainings, upcoming events, including attaching important documents and notes.

K. Act as Clinical Services management liaison. Develop and maintain productive relationships with agency staff, as well as personnel associated with funding sources and other providers. Schedule meetings and draft correspondence as directed.

L. Perform clerical tasks as assigned, including, but not limited to, answering telephones, drafting memoranda, typing documents, photocopying, and filing.

M. Serve as a role model for positive employee relations and professional functioning.

N. Comply with all agency policies and procedures, including the Code of Ethics.

AA Job Desc, rev. May 2nd, 2023

O. Perform other related duties as assigned by the Director of Clinical Services and other
Senior Management, including special projects.

MINIMUM QUALIFICATIONS:

• At least two years’ experience performing administrative assistant or comparable work functions.
• Values organization and demonstrates proficiency in professional verbal and written communication skills.
• Strong time management skills with the ability to prioritize competing tasks.
• Proficiency in Microsoft Office programs, including Excel, Office 365 Outlook and

Calendars, Word, and Box. Experience with JotForm, Zoom, and project management platforms a plus.

• Ability to maintain confidentiality and adhere to ethical standards in handling sensitive information.
• Passion for supporting individuals with mental health and substance abuse challenges.

Job Type: Full-time

Pay: $26.00 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to commute/relocate:

• San Francisco, CA 94102: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Administrative: 2 years (Required)

Work Location: In person

• Health insurance