Administrative Manager

HealthRIGHT 360 gives hope, builds health, and changes lives for people in need by providing comprehensive, integrated, compassionate care that includes primary medical care, mental health services, and substance use disorder treatment.

Benefits and perks:

• HR360 offers a robust benefits package, including PTO, 15 paid holidays, commuter benefits, retirement plans, and more!
• Employees qualify for public loan forgiveness programs
• Training and professional development opportunities
• Work with mission driven, compassionate colleagues and make a difference every day in the work that you do.

The Specialized Treatment for Optimized Programming (STOP) Program Area Six connects California Department of Corrections and Rehabilitation inmates and parolees to comprehensive, evidence-based programming and services during their transition into the community, with priority given to those participants who are within their first year of release and who have been assessed to as a moderate to high risk to reoffend. Area Six includes San Diego, Orange, and Imperial counties. STOP subcontracts with detoxification, licensed residential treatment programs, outpatient programs, professional services, and re-eentry and recovery housing throughout the program area to assist participants with reentry and recovery resources. 

The Administrative Manager will provide direct supervision of all administrative functions.  All staff supervision will pertain to overall California Department of Corrections and Rehabilitation (CDCR) reporting requirements, subcontractor invoice reconciliation and payment, subcontractor contracting, agreement compliance, CUP and DHCS Licensing of Subcontractors, tracking Motivational Incentive (MI) expenses, program measure reports, service unit tracking, scheduling system-wide trainings, Quality Assurance and Improvement, subcontractor Program Accountability Reviews (PAR), hiring and new staff orientation, travel, staff mileage. Oversees the administrative and contractual responsibilities for the STOP and other projects under the purview of the STOP Director, manages the project sites and serves as main administrative contact for STOP. Overall responsibility for the timeliness and accuracy of all reporting and administrative CDCR contractual requirements. 

Key Responsibilities:

Management Responsibilities: Responsible for direct supervision and training of administrative, quality assurance, billing, transportation, placement, and data staff. Contributes to staff meetings to address personnel matters, program and operational issues, and to assist in resolving problems that may exist. Handles aspects of management including direct supervision and mentoring of department supervisors and/or subordinate staff. Managerial activities may include but are not limited to, hiring, training, motivating, evaluating, disciplining, and terminating.  Assists other managers and supervisors with similar HR related activities as needed. Develop and implement department policies and procedures collaboratively with other Managers, Supervisors, and the Program Director.  Assure appropriate representation of HealthRIGHT360 as an administratively competent agency to the private and public sector.

Subcontractor Billing and Invoices Responsibilities: Review and reconcile billing and invoices from a network of subcontractors contracted with agency for service provision. Oversees accuracy and timeliness of service verifications, admit, discharge and rate information, and submission of CDCR invoices and backup documentation to the HealthRIGHT360 accounting office for final review prior to state submission. Review and reconcile transportation billings and invoices for transportation services if needed.

Project Budget Compliance Responsibilities: Develop spreadsheets for analysis of expenditures and annual projections. Develop Reports for Funding Sources and Internal Management Teams. Oversees purchases and maintenance. Oversee data staff to assure office supply and equipment needs are met. Correspond and/or delegate correspondence with service network providers to resolve conflicts. Oversee the maintenance of participant and personnel files in accordance with CDCR contract, CFR 42 part 2, and HIPAA compliance standards. Coordinate state clearances for staff entering institutions.

Compliance Responsibilities: Maintains and monitors community-based provider subcontracts and related compliance. Supervise team of data entry coordinators and assure data is accurately and timely entered into the STOP database and the Automated Reentry Management System (ARMS). Assures Quality Assurance/Fidelity supervisor/coordinator and support staff is provided consistent administrative support while conducting annual site visits, file reviews, and investigation of any reported shortfalls in service delivery. Proactively identify consistent improvements and updates to forms, databases, and reports within departments to improve quality.  

Employee Relations Responsibilities: Coordinate with agency Human Resources management regarding personnel issues. Assist in the hiring process and termination process. Supervises and/or prepares and presents all new employee orientation and processes new hire paperwork. Oversees the orientation of new staff. Ensure that all HR and payroll documentation is transmitted to the corporate office in addition to constant communication with HR and payroll for quality control. Supervises the preparation and processing of all staff incidents reports and worker’s comp information. 

Qualifications:

Education, Certification, or Licensure

• Minimum two (2) completed years of college course work. Bachelor's degree or higher preferred.
• Substance Use Disorder (SUD) Certification from an accredited certifying body (CAADE, CADTP, CCAPP) desired.
• Valid California driver’s license.
• Valid CPR and First Aid certification or ability to obtain within 30 days of hire.

Experience

• Five (5) years administrative, supervision, and management experience in projects of similar size and budgets.
• Experience dealing with confidential documents.
• Direct service clinical experience with criminal justice populations in a substance use disorder treatment or mental health setting preferred.

Skills:

• Culturally competent and able to work with a diverse population.
• Strong proficiency with Microsoft Office applications (Outlook, Word, PowerPoint, Excel).
• Knowledge of inventory control purchasing and data collection.
• Ability to enter data into various electronic systems while maintaining the integrity and accuracy of the data.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills.
• Integrity to handle sensitive information in a confidential manner.
• Excellent organization skills and ability to multitask and juggle multiple priorities. Outstanding ability to follow-through with tasks.
• Bilingual desired.

Other Requirements:

• Qualified candidates with a criminal record will be considered for employment.
• Must be capable of obtaining and maintaining a satisfactory background check. Applicants must not be on parole or probation for at least two years due to funding regulations.
• Must be capable of meeting health screening and tuberculosis testing requirements.
• Must be capable of meeting CDCR requirements.