Administrative Manager of Outpatient Mental Health and Substance Abuse Services

Job Overview:

Founded in 2005, ASun Star provides services to individuals (adolescents, adults) and families within the our facility and the families' home, school, and/or community. We utilize a strength-based approach and are dedicated to helping our families succeed within their respective community. We strive to help each individual to be "their biggest star" by striving towards their fullest potential and accomplishing goals that they have identified. We specialize in working with individuals within the Behavioral Health realm including those diagnosed with Mental Health and Substance Use Disorder.

The Behavioral Health Administrative Manager of Outpatient Mental Health and Substance Use Services plans and coordinates the day-to-day fiscal, administrative, and operational activities of the behavioral health department. Duties include: coordinating and organizing services and schedules, budget management and control, program implementation and administration, internal and external operational/administrative liaison, program marketing, and reporting. The Behavioral Health Department oversees administrative services for our In-Home/ In-Community program, Outpatient/ Intensive Outpatient Services, and our Program's Dept Facility-Based Services.

Duties & Responsibilities:

• Knowledge and experience working with the Department of Health, the Substance Abuse and Mental Health Service Administration (SAMHSA). 
• Experience administratively and operationally within an outpatient mental health and/or Substance use facility.
• Ensures the implementation and compliance of all department policies and procedures.
• Oversees department staff and direct support staff.
• Provides administrative support within the development while heading the implementation, and marketing of program.
• Serves as a principal liaison between students, staff, other departments, and/or external constituencies on day-to-day programmatic, operational, and administrative issues; facilitates seminars, meetings, special projects, and problem resolution.
• Coordinates activities of support staff, and/or consultants, engaged in implementation and administration of program objectives.
• Monitors and administers program revenues and expenses; may develop or participate in the development of funding proposals for the program.
• Writes, edits, and coordinates development of program's catalogs, promotional materials, educational materials, training manuals, newsletters, and/or brochures, as appropriate to the program.
• Collects and analyzes data; prepares scheduled and special reports; maintains program records and statistical information.
• Performs or delegates clerical and administrative support tasks, including creation, typing, and editing of program correspondence, purchasing documents, reports, program handbooks, and other publications.
• Assists with grant and/or proposal writing as appropriate to the objectives and funding nature of the program; may participate in other fundraising activities.
• May perform specialized activities of a programmatic nature in direct support of the accomplishment of program objectives and protocol.
• May supervise and train dept staff, volunteers, and/or interns, as appropriate.
• Oversees service authorizations, utilization, and staff assignments.
• Assigns assessments, intakes, new cases, and reassignments
• Updates and analyzes the department and program service statistics and utilization 
• Create dept policy, procedure and work flows.
• Oversees Social Media and Newsletter creation and distribution.
• Attend provider fairs and other marketing opportunities to promote agency services.
• Attends meetings, supervisions, and conferences as needed.

• MA/MBA preferred; BS/BA in Human Services, Social Work Psychology, Non-Profit, or relevant field is preferred.
• Experience working administratively within a mental health and/or substance use facility required.
• Proven management experience within an office setting.
• Knowledge of NJSAMS a plus
• Exceptional interpersonal and communication skills, to enable professional interaction with a wide range of contacts, both internal and external to the company.
• Excellent organizational and leadership skills.
• Familiarity with office management procedures and basic accounting principles.
• Excellent attention to detail, with the ability to maintain a high level of accuracy.
• Experience of electronic diary management.
• Ability to organize and plan own work.
• A flexible, pro-active approach to work including the ability to prioritize and re-prioritize.
• Ability to deal with sensitive information with discretion and to maintain confidentiality.
• Excellent IT skills, including a working knowledge of presentation software packages, preferably Google, Microsoft Office Word, Excel and PowerPoint.

Knowledge, Skills and Abilities Required

• Able to exhibit a high level of confidentiality.
• Ability to make administrative/procedural decisions and judgments
• Ability to coordinate and organize meetings and/or special events.
• Clerical, word processing, and/or office skills.
• Skill in the use of personal computers and related software applications.
• Skill in organizing resources and establishing priorities.
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
• Ability to lead and train staff and/or students.
• Ability to interact with students, faculty and/or staff in a team environment.
• Knowledge of finance, accounting, budgeting, and cost control procedures.
• Knowledge of communication principles, media, and marketing techniques.
• Ability to gather and analyze statistical data and generate reports.
• Advanced writing and editorial skills.

Distinguishing Characteristics

• Independent coordination of all day-to-day aspects of a specified program activity;
• Program planning, implementation, and monitoring;
• Implementation of effective operational/administrative policies and procedures specific to the achievement of the objectives of the program;
• Writing, editing, and publication of marketing, promotional, and/or educational materials and integrated reports specific to the company;
• Day-to-day team interaction with, liaison between, and coordination of a wide range of internal and external constituencies involved in program activities;
• Planning, preparation, and management of program budgets and expenditures.