Administrative Manager

Job Title: Administrative Manager

Reports to: Executive Director

Classification: Regular, Full-Time, FLSA Exempt

Pay Range: $75,000 - $85,000

Location: 1919 Addison Street, Berkeley, CA 94704

Office Hours: Mondays-Fridays 8am-5pm

About Us: Bonita House, Inc. (BHI) is a nonprofit mental health agency with multiple sites in Alameda County and an operating budget of $14.5 million. Founded in 1971, BHI provides social rehabilitation including a full range of Medi-Cal services to adults with co-occurring serious mental health and substance use disorders.

Our Mission: Building community, dignity, hope and wellness through services that support recovery and self-sufficiency with people who are living with serious mental health challenges.

Our Values: Compassion: Committed to caring, dignity and kindness. Respect: Honor each individual and provide highly ethical services. Progress: Leading the way in creating opportunities to change for the better. Resilience: Channeling hope, building strengths to successfully recover, adapt and grow. Embracing Differences: Honor and celebrate our diverse communities and individual uniqueness.

Position Summary

A nonprofit provider of behavioral healthcare services seeks a detail-oriented individual to develop structure and administrative processes across departments. The ideal candidate will have a natural flexibility in handling day-to-day routines as well as surprises. You will provide strong, reliable support for operations by creating procedures, communicating them agency-wide, and ensuring they are performed consistently across various programs. Beyond office management, you will also help us achieve organizational efficiency in areas such as provider credentialing, billing, fund development, and facilities support.

Primary Responsibilities

• Oversee day-to-day operations of the central administrative office. Ensure office efficiency by organizing procedures, maintaining common areas, handling correspondence, managing file systems, and overseeing supplies and equipment.

• Partner with the leadership team to identify areas of process improvement between the central office and program sites. Develop and implement new standard operating procedures. Help ensure program staff, primarily Administrative Assistants, are trained and supported in the performance of SOPs.

• Engage visitors to the central administrative office and ensure a friendly, personal experience. Oversee customer service orientation across programs.

• Oversee and maintain office equipment for uninterrupted function, identify needs and acquire supplies, manage vendor relationships, and coordinate food deliveries when requested.

• Provide direct administrative support as needed, including scheduling appointments, meetings, and events; booking travel; maintaining file systems; archiving in accordance with retention policies, mailing and shipping packages; and updating donor contact database and employee lists.

• Assist the Executive Director with support activities related to monthly board of director meetings. Prepare meeting agendas, collate board packs, and distribute materials to board members. Coordinate logistics for board and committee meetings, ensuring that they run smoothly including attending meetings and recording meeting minutes.

• Plan in-house or off-site activities, like parties, celebrations, and conferences. Assist with event coordination by coordinating and calendaring meetings for directors and their direct teams, with limited guidance.

• Organize the office layout. Manage space/infrastructure planning (e.g., moves, additions, changes to workstations) and provide answers, resources, and solutions.

• Ensures timely and appropriate system enrollments (e.g. Clinicians Gateway, SmartCare, EHR) of all new and established providers and agency staff. Responsible for tracking, updating and submitting credentialing documents to all necessary agencies for providers and clinical staff.

• Assist providers with the initial process of CAQH and Medicare (within PECOS System) and re-attestation of CAQH/Medicare.

• Oversee and coordinate reporting and data entry necessary to full obligations under the County Medi-Cal Administrative Activities requirements.

• Track all re-credentialing, prepare and submit required forms, and gather needed documentation and information to maintain staff enrollment in agency and county electronic systems.

• Maintain current credentialing files for all providers and clinical staff updating as necessary or required.

• Ensure that clinician staff is eligible to work by conducting annual queries such as OIG and National Practitioners Data Bank in accordance with agency and funder protocols.

• Obtain , assist provider in naming additional insured, and ensure the policy is maintained throughout the employment relationship.

• Support the continual credentialing functions by facilitating clinician requests for re-certifications (e.g. DEA, State Practice License, BLS card, etc.)

• Maintain and update agency clinical policies and procedures manual and prepare for ED and board approval and updates as needed.

• In coordination with the Facilities Coordinator, m In collaboration with Facilities Coordinator, engage contractors as appropriate and coordinate service appointments with program sites.

• Coordinate with management staff and/or external consultants to help submit grant proposals, assist with annual fund campaigns, maintain a donor database, and send appeal and thank you correspondence.

• Serve as the central point of contact for social media activities and routine updates to the agency website.

• Perform other related duties as assigned.

Supervisory Responsibilities: This position does not directly supervise but provides broad work direction in a dotted-line reporting relationship to Administrative Assistants and other program or administration staff.

Qualifications and Requirements

• Bachelor's degree in a related field and/or equivalent experience.

• At least two years of office management and/or healthcare experience is required.

• BHI conducts background checks on all candidates who have received a conditional job offer. Satisfactory completion of background checks is a requirement for employment with the agency.

• A valid driver's license, reliable personal vehicle, personal auto insurance as required by law, and an MVR sufficient to obtain and reasonably maintain insurability under agency auto liability policies are essential job requirements.

• Occasional local travel as required to fulfill primary job responsibilities and duties.

• Passion for the BHI mission.

Knowledge Skills & Abilities

• Excellent verbal and written skills and the ability to present information effectively.

• Excellent interpersonal, negotiation, and conflict resolution skills.

• Excellent organizational skills and attention to detail.

• Strong analytical and problem-solving skills.

• Ability to function well in a high-paced and at times stressful environment.

• Ability to act with integrity, professionalism, and confidentiality.

• Basic knowledge of healthcare laws and regulations.

• Proficient with Microsoft 365 or related software.

• Excellent time management skills with a proven ability to meet deadlines.

Physical Requirements

Physical demands include continual sitting, typing, and repetitive computer use for up to 8 hours a day. The position also requires frequent communication with others, including hearing and speaking clearly with individuals and groups, in person and via phone and video calls. Ability to lift 15 pounds at times. Ability to operate personal or agency vehicle with occasional local travel (15-20%) required. These requirements are representative of those that must be met to successfully perform the job's essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Equal Employment Opportunity

Bonita House, Inc. is committed to providing equal opportunity to all qualified persons regardless of race, color, citizenship status, national origin, ancestry, gender, pregnancy, sexual orientation, gender identity or expression, genetic information, age, religion, creed, physical or mental disability, marital status, veteran status or any other characteristic protected by law.