Job Posting: Administrative Manager (Bay Area)


Job title Administrative Manager (40 hrs/week) – Bay Area, California
Reports to Clinical Director

Job purpose:

The purpose of this full-time position is to fulfill the duties essential to the execution of day-to-day operations of a non-profit community health center, training and research institute at the forefront of advancing the professional practice of spiritually integrated behavioral health practices.  This role requires a self-motivated, independent individual who has professionalism, basic familiarity with health practices, and understanding of Islamic concepts and theology.

Duties and responsibilities

  • Reception duties: answer calls and schedule clients for providers in the Bay Area locations as well as WebTherapy services, using the EMR system.  Schedule clients and manage receptionist staff.
  • Coordinate all staff schedules & aid in scheduling and leading staff meetings, and take minutes.
  • Assist in onboarding new staff members, interns, and volunteers
  • Maintain a weekly check-in with staff therapists to ensure all administrative and therapist task lists are getting completed.
  • Maintain a bimonthly check in with all other administrative managers to ensure clear lines of communication between larger admin staff
  • Provide general clerical support to management, including mailing, scanning, faxing, and copying of important documents. Also includes organization of physical and electronic files
  • Maintain contacts and email lists, creation of email blasts (MailChimp), posting event information to KC website and social media channels 
  • Assist in submitting medical insurance reimbursement and benefit claims
  • Schedule and coordinate meetings, speaking engagements and travel for staff and guest speakers
  • Assist with event planning and coordination for training sessions, seminars, and conferences
  • Data collection from existing files
  • Assistance in preparing Quarterly Reports to be distributed to donors and other organizational contacts
  • Work on special projects from time to time such as, but not limited to, organizing large conferences, workshops or fundraising events.
  • Office management including organization and up-keeping of all Bay Area office sites
  • Logging, depositing checks and communicating with accounting regarding its categorization

Qualifications and Skills

  • Associates Degree Required, Bachelor’s Degree Preferred
  • Proficiency in MS Word, MS Excel and MS Outlook a must
  • Knowledge of operating standard office equipment
  • Familiarity with Islamic theology, customs, rituals, and rules
  • Excellent written and verbal communication skills
  • Ability to plan, prioritize and organize multiple/diverse projects and handle multiple demands paying close attention to detail
  • Able to work in under pressure and during busy hours of the day
  • Punctual, with attention to detail
  • 2 years administrative or clerical experience preferred in a clinical setting
  • Experience with medical billing and familiarity of healthcare office policies and procedures a plus

Working conditions

  • 6-8 hrs/day over 5 or 6 days/week (working on Sunday is required), professional office setting, relaxed business/Islamic attire
  • Works mainly out of Union City, CA office and intermittently works out of the Santa Clara, CA and Pleasanton, CA offices.
  • Routinely use standard office equipment such as computers, phones, photocopiers & filing cabinets


  • Approximately $45,000 (gross monthly pay, commensurate with experience/training)
Application Deadline and Start Date Application deadline: [Dec 9th, 2018]

Start date: mid to late December

Interviews: starting Dec 14th

CV/Resume & COVER LETTERS should be sent to
Application’s without Cover Letters will NOT be accepted

Approved by: Clinical Director & Executive Director
Date approved: 11/28/2018
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