Program:   Admissions and Assessment Services
 
Position Summary: This is a combined management, administrative and direct service role.   This position is responsible for the oversight of the agency’s admissions, assessment services, case management and small psychiatric clinic.  This role champions and ensures all clients are beginning their healing journey in a trauma responsive and client centered manner. This role assists with intradepartmental communication and supports the client’s initial processes associated with billing, authorizations and medical records.  This position will manage four to six direct reports.
 
Certification(s) / Degree(s) Required:
 

• Master's degree in social work, counseling, public administration or related field with two years of experience working in a mental health setting.
• Minimum three years’ management experience.
• Dual language is highly desired.

• Provide administrative supervision to agency diagnosticians, admissions coordinator, case manager, nurse practitioner, and potential graduate students to help them achieve program and personal performance goals.  
• Manage staff schedules, including approving leave time and professional development activities.  
• Be attuned to program staff stress and burnout out levels, including soliciting staff input on ways to reduce professional stress and burnout, and increase compassion satisfaction.  
• Offer guidance and resources when staff are working through client crises. Debrief when stressful sessions or encounters occur.  
• Facilitate communication and other activities to establish a cohesive department.  Lead regular department meetings.  
• Conduct annual performance conversations and periodic check-ins throughout the year to monitor and support employees designated professional goals.
• Coach and address performance concerns following agency’s progressive discipline policy.
• Participate in interviews of candidates for open positions. Communicate to Vice President of People and Culture and Vice President of Program Administration/CEO regarding all program staffing, hiring and personnel issues.  
• Onboard and train new staff in the department.  
• Oversee interdepartmental processes, ensuring the three offices of admissions, billing and medical records are working in synch and information is accurately received and shared with those who need it.  
• Participate in Admissions, Leadership and All Staff meetings.  
• As needed, be able to respond to telephone, online and in-office requests for information regarding agency services and other community resources.   
• As needed, conduct all aspects of initial intakes and enrollment.  
• As needed, be able to screen for safety and assist client/families with immediate resources if needed.  
• Backfill for positions within department when primary staff are out of office.

• Manage agency’s “Hope Fund” which allocates emergency funds for families in need.
• Demonstrate compliance with all agency and professional organization policies and procedures.
• Become proficient at understanding authorization processes for various funding sources and ensuring others know the requirements.
• Become proficient at utilizing electronic health record system
• Review direct staff’s billing summaries each week.
• Calculate and report on key performance indicators for the department including but not limited to utilization/productivity / referral sources on a quarterly basis.

• Enjoy and engage in data analysis, exhibit a commitment to performance improvement and skills to enhance programmatic practices based on data.
• Provide oversight of documentation for all direct reports. Ensuring timeliness and consistency.
• Annually review enrollment process and paperwork for each program, identify and implement changes to increase client experience and efficiency.
• Create and implement a quarterly chart audit process for the department which includes indicators for assessment program and psychiatric services.
• Oversee and monitor the quarterly chart audit process.
• Participate in other Quality Assurance and Utilization Review activities as appropriate.
• Contribute to achievement of agency’s overall strategic plan.
• Participate in the preparation and maintenance of program accreditation (Joint Commission).

IV. Professional Development / Community Outreach

• Effectively represent The Children’s Place through regular attendance at community-based trainings to maintain compliance and enhance professional skills.
• Manage staff participation in community awareness events, to expand visibility and community access to services.
• Maintain and expand relationships with community partners to ensure a strong network of referral opportunities for clients.
• Become confident in providing tours of the agency to clients and community members.
• As requested, represent the agency for media appearances, advocacy and other community outreach.

• Knowledge of the role of a mandated reporter
• Experience with Medicaid and other health insurance authorization processes
• Knowledge of client needs/issues (e.g., abuse, neglect, trauma, protective services)
• Utilize self-care strategies.
• Apply a strengths-based framework
• Demonstrate high level of knowledge about child development (specifically ages 0-8)
• Proficiency of the English language, both verbal and written
• Strong organizational and time management skills
• Demonstrate a track record of accuracy, timeliness, and dependability.
• Demonstrate a high level of ethical integrity
• Demonstrate ability to maintain confidentiality regarding records, clients, and sensitive data.
• Competence and ability to utilize technology and demonstrate competencies in the use of Microsoft Office Suite of programs.
• Interpersonal style that is conducive to participating in a multidisciplinary team approach
• Physical ability to lift young children without restriction.
• Ability to communicate directly and effectively with clients, caregivers, staff.  Demonstrate respect and responsiveness to cultural differences.

• Ability to access multiple levels of buildings.
• Ability to work and travel within the community without restriction.
• Be responsible for client physical safety.
• Understand and adhere to building security procedures.
• Business casual office attire.
• Exposure to childhood illnesses. Flu and COVID vaccination highly recommended.
• Exposure to sensitive client subject matter.
• Exposure to vicarious trauma.
• Therapy dog onsite.

• Potential of interacting with aggressive/reactive children.