Administration Assistant

Careers At East Bay Community Action Program

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EBCAP | Full-Time | [Location]

Join EBCAP in a mission-critical role supporting our Certified Community Behavioral Health Clinic (CCBHC) and behavioral health programs. As Administrative Assistant, you'll be the operational backbone that enables our leadership team to focus on what matters most: expanding access to quality behavioral health services for individuals and families in our community.

You will be creating systems that remove barriers to care delivery, ensuring compliance excellence, and driving organizational effectiveness that directly supports our community's mental health needs.

• Coordinate seamlessly – Manage meeting logistics, prepare materials, and deliver actionable minutes within 24-48 hours that drive progress on critical initiatives
• Build systems that work – Maintain audit-ready electronic filing systems for immediate retrieval of CCBHC, BHDDH, and Joint Commission documentation
• Keep information flowing – Bridge communication between departments, partners, and stakeholders to eliminate gaps and accelerate response times

• Support certification readiness – Organize and track all CCBHC compliance documentation according to federal and state standards
• Stay ahead of deadlines – Monitor and flag upcoming reports, deliverables, and submissions to ensure grant compliance
• Ensure data integrity – Verify accuracy and completeness of all information before leadership review
• Enable informed decisions – Compile quality measures, performance indicators, and outcomes data that track program effectiveness
• Manage financial coordination – Process invoices, purchase requests, and expense reimbursements on schedule
• Facilitate training excellence – Coordinate logistics for staff trainings, orientations, and stakeholder meetings while maintaining completion records
• Solve problems proactively – Identify and elevate issues before they impact program delivery
• Drive accountability – Monitor action items across teams and implement follow-up systems
• Optimize processes – Recommend improvements that increase efficiency and strengthen organizational effectiveness

• High school diploma or equivalent (Associate's or Bachelor's degree preferred)
• Minimum 2 years of administrative experience with progressive responsibility
• Proven ability to manage competing priorities while maintaining exceptional attention to detail
• Strong proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Professional written and verbal communication skills
• Demonstrated reliability in meeting deadlines and following through on commitments
• Experience in environments requiring confidentiality and discretion

• Background in healthcare, behavioral health, social services, or grant-funded programs
• Familiarity with compliance-driven environments or certification processes
• Experience supporting quality improvement or accreditation preparation
• Knowledge of CCBHC standards or behavioral health service delivery

Organizational excellence and systematic thinking
Proactive problem-solving and initiative
Clear, professional communication across diverse audiences
Ability to work independently and collaboratively
Quick learner who adapts to new systems and technologies

• Ability to perform computer-based work for extended periods
• Capacity to lift and carry up to 20 pounds
• Effective communication capability in person, by phone, and virtually
• Occasional travel for site visits, meetings, or training events

Your work directly enables EBCAP to maintain operational excellence and compliance readiness, which translates to uninterrupted, quality behavioral health services for our community. By creating efficient systems and preventing administrative obstacles, you'll help ensure our team maximizes resources serving the individuals and families who depend on us.

If you're an organized, detail-oriented professional who thrives on creating systems that work and wants to contribute to meaningful behavioral health services, we want to hear from you.

EBCAP is an equal opportunity employer committed to diversity, equity, and inclusion in our workforce.