Clinical Program Administrator

Position Title: Clinical Program Administrator

Program: Veteran’s Wellness Program (VetWell)

Position Summary

The Clinical Program Administrator establishes, administers, provides trauma informed supervision and directs the Veteran’s Wellness Program as contracted with CalVet. This self-contained clinical team assumes responsibility for directly providing needed treatment, rehabilitation, clinical intervention, and support services to identified clients with mental health concerns; supervises and evaluates the multidisciplinary team to ensure service excellence and courteous, helpful, and respectful services to program clients; and functions as a practicing clinician on the team.

Hours/ Salary

Full-time, exempt position. Anticipated hiring range is $104,000-105,000 annually. Includes a generous individual benefits package that includes health, dental, vision, life, 403b retirement (with up to a 5% employer match) paid vacation/holiday time, paid sick time and a variety of helpful employee perks as well. (*Full Salary Schedule $104,000-$125,320 annually).

Employee Perks/ Work Culture

A few of our helpful employee benefits include membership discounts to various local fitness centers, as well as a voucher to Sycamore Mineral Springs for discounts. We offer years of service gift cards to businesses of your choice. We offer gift cards for walking, biking, or carpooling to work as well as 20% discount for shopping at our Growing Grounds Downtown Store/Nursey/ Farm. We host two employee appreciation events for employees and their families yearly. We practice Trauma Informed Care Principles, Guidelines for Collaborative Conversations, and encourage the use of pronouns. We mindfully promote equality, respect and diversity of race, gender, sexual orientation, religion, ethnicity, national origin, and all the fascinating characteristics that make us different! TMHA is also a pet friendly workplace (upon approval)!

Mission Statement:

Transitions Mental Health Association is a nonprofit organization dedicated to eliminating stigma and promoting recovery and wellness for people with mental illness through work, housing, community and family support services.

Organization Description

Transitions – Mental Health Association is a leading non-profit agency committed to providing comprehensive mental health services and support to individuals and families by inspiring hope, growth, recovery and wellness in our communities. TMHA has decades of experience with teams of compassionate staff. TMHA is a driving force in improving mental health and wellness in our communities and a supportive and inclusive work environment that values diversity and individual contributions.

Responsibilities and Duties:

• Direct the day-to-day clinical and administrative operations of the VetWell program which include treatment, case management, clinical, and mentor staff, including: scheduling staff work hours to assure appropriate coverage for service provision; leading the regular organizational staff meetings and treatment planning meetings; continuously evaluating the status of clients; appropriate planning and coordination of treatment activities to ensure immediate attention to changing needs.
• Coordinate and manage program service, intake process, and rehabilitation, treatment, and support services of the program. Assign appropriate staff and provide supervision of the development of the comprehensive treatment plan for each client.
• Coordinate and manage the comprehensive assessment of each client’s mental health and developmental history.
• Coordinate care and services with other community providers as appropriate.

5. Select, train, supervise, and develop program staff, interns, and volunteers. This will include interviews, evaluations, consultations, terminations, hiring and scheduling of staff.

• Performance supervision for staff according to work rules, regulations, and policies; develop and implement staff orientation and training.
• Promote, encourage and maintain trauma-informed practices in all services and activities. Practice and promote, both individually and in team meetings, TMHA’s Collaborative Communication Guidelines in order to facilitate clear, empathetic and person-centered communication.
• Maintain appropriate TMHA VetWell headquarters with suitable furniture, office equipment, and telephone lines, directly or by delegation.
• Develop, implement, and manage the VetWell Program budgets including line items to purchase necessary furniture, equipment, communications devices (e.g. telephones, cellular phones -), and supplies and to cover travel and transportation (e.g., purchase or lease program cars, or cover mileage and insurance for use of personal staff vehicles or both).
• Supervise medical record and documentation management, assuring maintenance of the medical record is in compliance with agency policies, Tri-Care, and other third-party payment requirements; train staff on medical record and documentation requirements; regularly review client assessments, treatment plans, and progress notes written by the staff; supervise individual staff for medical record and documentation mastery.
• Carry out and document quality-assurance activities and reviews of program services and documentation in partnership with the TMHA QA.
• Develop and maintain program policies and procedures in compliance with CalVet and TMHA and revise as necessary.
• Initiate and maintain relationships, in coordination with other staff, with law-enforcement, other human services agencies, and with informal community resources (e.g., landlords, employers).
• Participate in client intake interviews. Supervise, monitor, and evaluate individual client progress with program plans and goals. Advocate for all aspects of a client’s mental health needs and coordinate referrals to other community services, agencies, or programs.
• Promote general cooperation and support for clients. This may include coordinating transportation, recreational, and educational activities. Assist clients with medical, familial, self-esteem, or other wellness-related needs. Encourage clients to develop a community support system. Mediate staff and/or client interactions and provide crisis intervention.
• Participate in grant-related and agency meetings as needed; lead program staff meetings; serve as agency liaison which may include interactions with other agencies or treatment services.
• Assist the Clinical Director in enhancing and expanding the program and its services. This may include developing and implementing innovative services, approaches to service, funding for service, and/or improved management systems.
• Complete required hours of in-service trainings and monitor staff completion of the same.
• Seek trainings in proven systems of service delivery such as Motivational Interviewing, Dialectical Behavior Therapy, etc. and provide ongoing discussion and education with team members that promotes a learning environment.
• Provides clinical supervision if qualified and there is a need at VetWell.
• All other duties as assigned.

Job Environment:

1. Daily and frequent documentation of client services on the computer.

2. Services may be delivered to clients during a Monday through Sunday workweek; schedules will be developed in collaboration with all teammates and management staff to ensure maximum support for clients.

3. Moderate, physical activity and frequent driving that will include the transportation of TMHA clients; may include moving or lifting up to 50 lbs.

4. Involves moderate risks that require safety precautions and the risk of exposure to potentially intense situations.

Minimum Requirements

Clinical candidates: Must have a BBS licensure or registered associate progressing towards licensure and one-year experience with individuals experiencing mental illness, substance use and/or homelessness. Must have a minimum one-year experience in a leadership or supervisory role, including budget management. Must be available and willing to work occasional evenings and/or weekends. Project development experience. Strong interpersonal skills, collaborative work style and strong oral/written and communication skills. Well defined organizational and time management skills. Ability to work independently and flexibly. Ability to handle intense situations, display good judgment and decision-making skills, and remain calm and clearheaded under pressure. Able to work effectively with a variety of people and personality types regardless of age, ethnicity, race, religion, sexual orientation, gender identity/expression or socio-economic level. Ability to possess and maintain good physical and mental health. Ability to work well within a team and maintain a professional, respectful attitude in the workplace. Ability to be willing to work with supervisor oversight and direction. Attendance is an essential function of this job that requires face-to-face interaction with clients and/or other employees. Ability to mindfully promote equality and respect diversity of race, gender, sexual orientation, religion, ethnicity, national origin and all of the other fascinating characteristics that make us different. Demonstrate the ability to successfully deliver culturally responsive services. Knowledge of the various dimensions of diversity, including mental health, gender, race and ethnicity. Must use reasonable precautions in the performance of one’s duties and adhere to all applicable safety rules and practices while acting in such a manner as to assure at all times, maximum safety to one’s self, fellow employees, clients, and other persons contacted through TMHA business. Conditions of employment include: Must be at least 18 years of age; possess a valid CA Driver’s License, at least 2 years driving experience and DMV driving record that meets TMHA’s current vehicle insurance requirements. May be required to utilize reliable personal vehicle and auto insurance. Must comply with a TB assessment (possibly a TB test if needed to confirm a negative tuberculosis result) and receipt of a criminal record clearance through fingerprinting. Must be able to successfully complete First Aid and CPR training.

Physical Demands:

• Seeing
• Hearing
• Speaking
• Stooping/Bending
• Moving around office
• Moving between offices/clients
• Driving
• Climbing
• Lifting/carrying heavy items
• Computer use
• Pushing/pulling/dragging items
• Standing for long periods
• Working outside
• Using hands/fingers