Buckelew Programs Inc · 20 hours ago
ADMINISTRATIVE ASSISTANT
Santa Rosa, CA
Full-time
Onsite
Entry Level
2+ years expBuckelew Programs Inc is dedicated to supporting individuals facing mental health and substance use challenges. They are seeking an Administrative Assistant to provide vital support to program operations, manage electronic health records, and assist with community outreach efforts.
Health CareHealth DiagnosticsMedicalMental HealthNon ProfitPersonal HealthProfessional Services
Responsibilities
Greet and assist visitors in a professional and welcoming manner, representing Buckelew Programs’ mission, vision, and values
Answer and direct incoming phone calls courteously and professionally
Maintain a clean, organized, and inviting reception area and office space
Support clients, families, and providers in accessing Buckelew/inRESPONSE Programs and community services in alignment with the CalAIM "No Wrong Door" initiative
Oversee food pantry volunteers and provide direct support when volunteers are unavailable
Coordinate weekly food donation pickups
Maintain cleanliness, organization, and safety of the food pantry space
Train and support volunteers and staff on food equity program processes
Assist with ordering and in-person shopping at Redwood Empire Food Bank
Manage pantry data and reporting for internal teams and external partners (e.g., Redwood Empire Food Bank, Development and Finance Teams)
Ensure inventory systems are maintained, and food safety protocols are followed
Provide administrative assistance to Program Leadership and staff, including support for staff meetings and program operations
Perform general office duties: check voicemails, file documents, make copies, and prepare correspondence or routine reports
Coordinate with the Regional Operations Manager/Program Manager to manage office supplies and equipment, ensuring maintenance and adequate inventory
Support onboarding and offboarding processes in coordination with the People Team and Operations Manager
Schedule appointments, complete client intakes, and respond to administrative inquiries
Maintain and distribute marketing and program materials; track and fulfill requests as needed
Oversee and maintain inRESPONSE vehicle fleet, including scheduling vehicle maintenance and hygiene. Addressing unexpected vehicle concerns including vehicle accidents, safety and hygiene utilizing fleet management systems
Complete monthly administrative and fiscal tasks such as submitting petty cash receipts, mileage logs, and other documentation
Communicate with county partners and internal finance teams to ensure timely resolution of fiscal requests
Manage data entry, maintenance, and quality assurance within assigned EHR and database systems
Generate data reports as requested and authorized
Provide support and technical assistance to staff, volunteers, and interns using EHR/database systems; escalate issues as needed
Act as a program point-of-contact for database-related questions or problems
Qualification
Required
High School Diploma or equivalent required; Associate's Degree (AA) preferred
Minimum of two (2) years of recent and relevant administrative experience, ideally in a behavioral health or nonprofit setting
Intermediate proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams)
Strong organizational skills with excellent attention to detail and accuracy
Effective written and verbal communication skills; able to interact professionally with all levels of staff and stakeholders
Comfortable handling numbers and performing basic arithmetic
Ability to maintain confidentiality and exercise discretion in a HIPAA-compliant environment
Team player with the ability to work both independently and collaboratively
Reliable, self-motivated, and proactive in addressing tasks and challenges
Valid California Driver's License, an insurable driving record, and access to a reliable, insured vehicle
Must pass a LiveScan fingerprint background check (as required by some programs)
Preferred
Associate's Degree (AA) preferred
Experience with EHR systems or client databases preferred
Familiarity with the principles of trauma-informed care and culturally responsive service delivery is a plus
First Aid/CPR certification may be required depending on program needs
Company
Buckelew Programs Inc
Founded in 1970, Buckelew Programs is North Bay's largest nonprofit provider of comprehensive behavioral health services.
201-500 employees
H1B Sponsorship
Buckelew Programs Inc has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (2)
2022 (2)
Funding
Current Stage
Growth StageTotal Funding
$0.01MKey Investors
Healthy Petaluma
2024-02-13Grant· $0.01M
Leadership Team
Chris Kughn, LMFT
Chief Executive Officer
Karen Frost, CPA, CGMA
Chief Financial and Administrative Officer
Recent News
The North Bay Business Journal
2022-02-18
Company data provided by crunchbase