Clinical Program Administrator

Position Summary:

The Clinical Program Administrator functions as part of the Clinical Programs team to coordinate and administer Roots' ongoing clinical programs and projects including planning, organizing, and staffing in support of program activities. The Clinical Program Administrator supports a multi-disciplinary team of talented individuals with a shared goal and strategy working toward the vision of Roots by providing effective, collective, and inspiring leadership, and ensures that programs are carried out in a manner that upholds the organization's mission and goals in delivering services to the community.

Duties and Responsibilities:

Program Development and Leadership

• Contribute to the development, implementation, expansion and ongoing refinement of clinical programs currently including but not necessarily limited to: complex care, COVID, HIV, Hep C, Diabetes, Hypertension, and Substance Use Disorder programs.

• Assist in the definition of project scope and objectives, involving all relevant stakeholders and ensuring feasibility.

• Work with the Program Manager and Director to monitor and track progress of projects, and manage changes to project scope, schedule, and costs.

• Lead the development, review, and approval of workflows for patient- and client-facing staff to assure program goals are adequately achieved and documented; to delineate and streamline activities among the team and other departments; and to assure consistent and clinically appropriate activities of unlicensed staff.

Program monitoring and evaluation

• Develop a program evaluation framework to assess the strengths of the program and identify areas of improvement.

• Monitor the program activities on a regular basis and conduct an annual evaluation according to the program evaluation framework.

• Report evaluation findings to program leadership and the CEO and recommend changes to enhance the program, as appropriate.

Staff Management and Training

• Ensure that all program staff receive an appropriate orientation to the organization and its programs in accordance with organizational standards.

• Ensure new Clinical Program staff members of all levels receive appropriate and effective orientation and training for their assigned programs, duties, and workflows.

• Identify new training needs among team members and programs; source and/or develop and conduct appropriate training; assure all trainings are culturally appropriate and satisfy clinical, legal, and ethical standards.

• Support program staff by providing clinical and programmatic direction, input and feedback to staff and/or their managers as appropriate.

• Supervise activities and support the professional development of assigned coordinators and specialists.

• Engage volunteers for appropriate program activities using established volunteer management practices.

Documentation

• Lead the development and refinement of team documentation and tracking systems to assure reliable, accessible, and accurate reporting and recordkeeping of all activities.

• Proactively engage in the integration of team documentation systems with organization-wide resources and practices

• Complete all required documentation and reports in a timely fashion.

• Orient staff to the filing system and advocate timely and appropriate documentation and filing

Organizational Development

• Support the Quality Assurance and Improvement committee and its subcommittees as needed.

• Support with development, implementation, maintain and revise: policies, procedures and practices of the organization to improve quality and to prevent illegal, unethical or improper conduct.

Compliance & Risk Management

• Understand the legal regulatory framework of Roots Community Health Center as required to ensure compliance across all assigned programs and departments; report issues to the Compliance Director and/or Risk Management committee as appropriate.

• Ensure that program activities operate within the policies and procedures of the organization and that activities comply with all relevant legislation and professional standards.

• Perform risk management to minimize project risks; report variances and concerns as appropriate.

Funding & Contract Administration

• Support the development of funding proposals for the program to ensure the continuous delivery of services.

• Coordinate report development and oversee the timely completion of project/program reports for management and funders.

• In consultation with finance staff, ensure that programs / projects operate within the approved budget.

Professionalism

• Maintain a high degree of credibility, independence, integrity, confidentiality and trust.

• Participate in staff meetings, supervision, agency meetings and staff trainings.

Competencies:

• RN with graduation from an accredited school of Nursing and possession and maintenance of a valid license as a Registered Nurse issued by the State of California Board of Registered Nursing and minimum 2 years of experience managing or coordinating programs in a non‐profit organization, primary care, or a community clinic OR

• Bachelor's or above in a health-related field and minimum of 3 years of experience managing or coordinating programs in a non‐profit organization, primary care, or a community clinic

• Strong analytical and writing skills

• Proficiency in basic spreadsheet functions

• Proficiency or willingness to learn advanced spreadsheet/analytic functions including formulas, pivot tables, and charts

• Proficiency in Google Suite (preferred) or proficiency in Microsoft office and willingness to gain proficiency in Google Suite

• Ability to work with people from diverse backgrounds

• Local to Oakland, CA with ability to work onsite up to 5 days/week when needed

Roots Community Health Center is proud to be an Equal Employment Opportunity/Affirmative Action Employer and values diversity of culture, thought and lived experiences. We seek talented, qualified individuals regardless of race, color, religion, sex, pregnancy, marital status, age, national origin or ancestry, citizenship, conviction history, uniform service membership/veteran status, physical or mental disability, protected medical conditions, genetic characteristics, sexual orientation, gender identity, gender expression regardless of physical gender, or any other consideration made unlawful by federal, state, or local laws. Roots uses E-Verify to validate the eligibility of our new employees to work legally in the United States.