Administrative Specialist
Alternative Family Services, San Leandro, CA, United States
Position:
Administrative Specialist
Location:
San Leandro, CA
Job Id:
776
# of Openings:
1
Job Summary
Your opportunity to help drive the operational excellence behind programs that support vulnerable children and families is here. As an Administrative Specialist, you will play a key role in coordinating agency-wide administrative operations, supporting program effectiveness, and ensuring systems, processes, and documentation run smoothly.
This role works closely with the ContinuousQuality Improvement AdministrativeDirector and a background in CQI or Quality Management (QM) positions is highly desirable. An strong understanding of LMS and Electronic Medical Records systems and managing contract vendors or RFP’s processes is necessary for this role.
Successful Administrative Specialists candidates will have a blend of strong administrative fundamentals and technical systems proficiency. This role spans across operations, data management, and internal support, so efficiency, accuracy, and adaptability are critical.
This is a full-time, benefited position based in San Leandro, CA/SF Bay Area (or candidates can be based near another AFS office). Following a successful in-office onboarding and training period, the role will transition to a hybrid schedule, allowing for partial remote work, with some required in-office and on-site responsibilities. This position will also require occasional travel to AFS office locations and community-based events.
About Alternative Family Services
Alternative Family Services is a Foster Family, Adoption and Mental Health Agency that has been serving abused and neglected children in our community since 1973. Our mission is to support vulnerable children and families in need of stability, safety, and well-being in communities. We provide a wide range of foster, adoption, mental health and transition-aged youth services in English and Spanish. We have eight locations throughout the Bay Area and 200 employees. We celebrate diversity, equal opportunity, and excellence.
Responsibilities
Coordinate and oversee administrative operations across agency programs
Manage agency systems including Zoom, SharePoint, Relias, DocuSign, and other platforms, including user access and permissions
Oversee agency cell phone and laptop inventory and management
Maintain and negotiate vendor contracts
Provide technical support and troubleshoot system issues for staff
Support CQI Administrative Director with contracts, RFPs, and data compilation
Assist with Quality Management (QM) activities including audits, case record reviews, and risk management reporting
Ensure consistency and compliance in administrative processes and documentation
Develop, update, and maintain agency forms, manuals, and internal resources
Generate reports related to program outcomes, compliance, and operational needs
Support accreditation processes and Continuous Quality Improvement (CQI) initiatives
Collaborate with staff across all levels and communicate effectively with internal and external stakeholders
Maintain confidentiality and ensure compliance with HIPAA and agency standards
Travel to agency locations and meetings as needed
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Bachelor’s degree and 3 years of administrative experience; OR Associate degree in a social science related field and 4 years of administrative experience; OR 4+ years of office management experience or 5+ years of administrative experience
Strong technical skills, including Microsoft Office Suite
Experience with database management, electronic health records and systems implementation
Knowledge of Medi-Cal regulations, HIPPA compliance is preferred
Ability to learn, customize, and train others on new software systems
Excellent written and verbal communication skills
Strong organizational skills with attention to detail and ability to meet deadlines
Ability to problem-solve and apply critical thinking
Ability to work independently and manage multiple priorities
Demonstrated ability to work with diverse populations and uphold DEI values
Professional demeanor, integrity, and strong work ethic
Ability to maintain confidentiality and handle sensitive information
Must pass background clearance requirements
Driving Requirements
This role involves in-office/on-site work at an AFS office, as well as periodic travel to community-based events and all AFS offices as needed.
We Offer
AFS makes substantial monthly contributions on your behalf to keep out of pocket premiums at an all-time low!
Pay range: $26 - 30/hour
Reimbursement to maintain clinical licensure or
A professional, supportive and culturally diverse work environment
Benefits package which includes:
Medical
Dental
Vision
Chiropractic & Acupuncture
Flex-spending options
Life and disability insurance
403(b) option
Pet Insurance
Over 8 weeks time off annually! (11 vacation days the first year – accruals starting on your 1st day and progress up to 20 days a year! 12 paid holidays including your birthday off & 12 sick days annually!)
We are an Equal Opportunity Employer. We do not discriminate on the basis of Ancestry, Age, Color, Disability, Genetic Information, Gender, Gender Identity, Gender expression, Marital status, Medical condition, Military or veteran status, National origin, Race, Religion, Sex and Sexual orientation.
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Administrative Specialist
Location:
San Leandro, CA
Job Id:
776
# of Openings:
1
Job Summary
Your opportunity to help drive the operational excellence behind programs that support vulnerable children and families is here. As an Administrative Specialist, you will play a key role in coordinating agency-wide administrative operations, supporting program effectiveness, and ensuring systems, processes, and documentation run smoothly.
This role works closely with the ContinuousQuality Improvement AdministrativeDirector and a background in CQI or Quality Management (QM) positions is highly desirable. An strong understanding of LMS and Electronic Medical Records systems and managing contract vendors or RFP’s processes is necessary for this role.
Successful Administrative Specialists candidates will have a blend of strong administrative fundamentals and technical systems proficiency. This role spans across operations, data management, and internal support, so efficiency, accuracy, and adaptability are critical.
This is a full-time, benefited position based in San Leandro, CA/SF Bay Area (or candidates can be based near another AFS office). Following a successful in-office onboarding and training period, the role will transition to a hybrid schedule, allowing for partial remote work, with some required in-office and on-site responsibilities. This position will also require occasional travel to AFS office locations and community-based events.
About Alternative Family Services
Alternative Family Services is a Foster Family, Adoption and Mental Health Agency that has been serving abused and neglected children in our community since 1973. Our mission is to support vulnerable children and families in need of stability, safety, and well-being in communities. We provide a wide range of foster, adoption, mental health and transition-aged youth services in English and Spanish. We have eight locations throughout the Bay Area and 200 employees. We celebrate diversity, equal opportunity, and excellence.
Responsibilities
Coordinate and oversee administrative operations across agency programs
Manage agency systems including Zoom, SharePoint, Relias, DocuSign, and other platforms, including user access and permissions
Oversee agency cell phone and laptop inventory and management
Maintain and negotiate vendor contracts
Provide technical support and troubleshoot system issues for staff
Support CQI Administrative Director with contracts, RFPs, and data compilation
Assist with Quality Management (QM) activities including audits, case record reviews, and risk management reporting
Ensure consistency and compliance in administrative processes and documentation
Develop, update, and maintain agency forms, manuals, and internal resources
Generate reports related to program outcomes, compliance, and operational needs
Support accreditation processes and Continuous Quality Improvement (CQI) initiatives
Collaborate with staff across all levels and communicate effectively with internal and external stakeholders
Maintain confidentiality and ensure compliance with HIPAA and agency standards
Travel to agency locations and meetings as needed
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Bachelor’s degree and 3 years of administrative experience; OR Associate degree in a social science related field and 4 years of administrative experience; OR 4+ years of office management experience or 5+ years of administrative experience
Strong technical skills, including Microsoft Office Suite
Experience with database management, electronic health records and systems implementation
Knowledge of Medi-Cal regulations, HIPPA compliance is preferred
Ability to learn, customize, and train others on new software systems
Excellent written and verbal communication skills
Strong organizational skills with attention to detail and ability to meet deadlines
Ability to problem-solve and apply critical thinking
Ability to work independently and manage multiple priorities
Demonstrated ability to work with diverse populations and uphold DEI values
Professional demeanor, integrity, and strong work ethic
Ability to maintain confidentiality and handle sensitive information
Must pass background clearance requirements
Driving Requirements
This role involves in-office/on-site work at an AFS office, as well as periodic travel to community-based events and all AFS offices as needed.
We Offer
AFS makes substantial monthly contributions on your behalf to keep out of pocket premiums at an all-time low!
Pay range: $26 - 30/hour
Reimbursement to maintain clinical licensure or
A professional, supportive and culturally diverse work environment
Benefits package which includes:
Medical
Dental
Vision
Chiropractic & Acupuncture
Flex-spending options
Life and disability insurance
403(b) option
Pet Insurance
Over 8 weeks time off annually! (11 vacation days the first year – accruals starting on your 1st day and progress up to 20 days a year! 12 paid holidays including your birthday off & 12 sick days annually!)
We are an Equal Opportunity Employer. We do not discriminate on the basis of Ancestry, Age, Color, Disability, Genetic Information, Gender, Gender Identity, Gender expression, Marital status, Medical condition, Military or veteran status, National origin, Race, Religion, Sex and Sexual orientation.
#J-18808-Ljbffr