DescriptionProject Manager-this position is full-time (40 hours), exempt, Mon.-Fri. 9:30am-6pm, located at our Vicente campus in San Francisco.
Position SummaryThis position serves the Counseling and Psychological Services (CAPS) Program, implementing and maintaining administrative systems, processes, and infrastructure. Reporting to the Associate Director of Program Operations and Strategic Initiatives. This role does not carry clinical or supervisory responsibility, that work is held by the program's supervisors, directors, and the Program Manager. Instead, this position focuses on the operational and administrative foundation that allows clinical and leadership staff to focus on client care; designing and improving processes, managing data and documentation, coordinating logistics, and serving as a warm, reliable point of contact for clients, families, and staff and maintaining reception lounge for exceptional client care.
Essential Functions- Serves as the administrative infrastructure lead for the CAPS Program, designing, documenting, and continuously improving the systems and processes (tracking tools, checklists, calendars, documentation protocols, inventory management) that keep the program organized and accountable.
- Proactively identifies gaps or inefficiencies in existing administrative processes and builds new systems to close them, in partnership with the Supervisor and program leadership.
- Creates and maintains standard operating procedures and various program materials so that key administrative processes are repeatable and transferable to staff transitions.
- Leads administrative and operational projects from scope through completion, building timelines, tracking milestones and dependencies, coordinating contributors, and reporting progress to stakeholders.
- Supports program-level initiatives (new service lines, process rollouts, space or staffing changes) by managing logistics, documentation, and communication across affected teams.
- Serves as a warm, welcoming first point of contact for clients and families in person, by phone, and by email, helping create a supportive and reassuring experience from the first interaction.
- Coordinates the administrative side of client intake and scheduling, ensuring accurate, timely, and respectful handling of inquiries, appointments, and follow-up.
- Partners closely with clinical and program staff to ensure smooth handoffs and minimal friction for clients and families.
- Oversees day-to-day administrative operations, including correspondence, records management, and office logistics.
- Tracks and maintains program data (e.g., caseload counts, attendance, referrals, outcomes) and prepares recurring reports and dashboards for program staff and leadership.
- Maintains program files, databases, and shared drives, ensuring information is accurate, well-organized, and easy to retrieve.
- Coordinates purchasing, supply ordering, and facilities and vendor logistics to keep the program's physical space running smoothly.
- Identifies and coordinates improvements to the program's physical space, including furniture, signage, waiting-area setup, and therapy-room readiness, to support a calm, welcoming, and clinically appropriate environment.
- Supports compliance and audit-readiness by maintaining organized documentation and tracking required trainings, certifications, and licensure renewals for program staff, as applicable.
- Partners with support departments including; Facilities, IT, HR, and QA teams to support onboarding logistics, technology needs, and space and equipment requests for CAPS staff.
- Provides direct administrative support to program leadership, including calendar management, correspondence, meeting coordination, note-taking, and preparation of materials for meetings and presentations.
- Manages program calendars and coordinates logistics for staff meetings, trainings, outreach, and client-facing events, including scheduling, materials, notes, and follow-up.
- Perform other relevant duties as assigned.
Core Competencies- Organizational & Time Management Skills - Effectively prioritizes tasks and competing deadlines to ensure smooth day-to-day operations. Manages multiple administrative responsibilities simultaneously while maintaining accuracy and meeting established timelines.
- Attention to Detail & Accuracy - Reviews and processes documents, data, and correspondence with a high degree of precision. Catches errors proactively and ensures records, reports, and communications reflect correct, complete information.
- Technical Proficiency -Demonstrates skill with Microsoft Office Suite (Word, Excel, SharePoint, Teams), DocuSign, and Zoom. Navigates internal databases and administrative systems with confidence and adapts quickly to new platforms as needed.
- Communication & Interpersonal Skills - Uses clear written and verbal communication to collaborate with staff, leadership, community partners, and clients. Maintains a welcoming and respectful tone across all interactions and promotes a positive workplace culture.
- Teamwork & Collaboration - Works effectively across departments and with diverse staff. Contributes to event coordination, supports colleagues during high-demand periods, and actively participates in process improvement efforts.
- Adaptability & Problem-Solving - Quickly learns new tools, systems, and workflows. Remains calm and solution-focused when navigating audits, technical challenges, or shifting priorities.
- Employee & Client Support Focus -Provides a responsive, professional, and culturally sensitive experience for both staff and clients. Anticipates needs, follows through on requests promptly, and serves as a reliable point of contact for administrative support.
- Initiative & Accountability - Takes ownership of assigned responsibilities and follows through on commitments. Proactively communicates status updates to keep relevant stakeholders informed and leans on supervisory support when needed. Identifies opportunities to streamline procedures and improve administrative efficiency.
- Healing Centered Engagement - Contributes to an organizational culture rooted in trauma-informed, healing-centered principles. Supports a welcoming, affirming environment where staff and clients feel seen, valued, and safe.
- Cultural Humility & Equity Commitment - Treats youth, families, and colleagues with dignity, respect, and sensitivity. Demonstrates ongoing cultural humility and a commitment to anti-racist, LGBTQ+ affirming, and inclusive practices in all aspects of the work.
Applied Knowledge, Skills, and Abilities- Bachelor's Degree is preferred
- Five years of work experience with at least two of those years working in an administrative capacity.
- Demonstrated ability to work with clients and co-workers in a wide variety of cultural contexts and community settings.
- The ability to address and work persistently through adversity and change.
- Good grammar, writing, communication, and organization skills.
- Must trustfully work autonomously.
- Advanced ability to perform data entry tasks in an accurate and timely manner.
- Advanced ability to use Microsoft Office programs, social media, and various platforms.
- Advanced ability to use office machines such as phones, cell phones, copy machines, computers, and fax machines.
The salary range for this position is: $82,000.00-$106,000.00
As part of our team, benefits-eligible employees receive an excellent comprehensive benefits package:
- 16 days of PTO the first year and more thereafter
- Nine paid holidays
- Five health and wellness days off annually
- 10% additional pay for community-relevant second language fluency
- Medical/Dental/and Vision plans
- 403 B Retirement Plan with agency match
- Employee Assistance Program
- Commuter Benefits Program
- Medical and Childcare Flexible Spending Accounts
- Pet Insurance
- Identity Theft Protection Plan
- Paid employee referral program
- Career advancement opportunities
- Retention bonuses for many positions
- Continuing Education expense reimbursement
- Professional licensing fee reimbursement
- Professional Development reimbursement opportunities
- Verified Public Service Loan Forgiveness Employer
