FBH Clinical Operations Manager I

PORTLAND, OREGON

Catholic Community Services, Family Behavioral Health is looking for a Clinical Operations Manager I for our Portland, Oregon location.

We are a values-driven organization, providing family oriented behavioral health care for children, youth and families, provided primarily in their own home and community. Our enthusiastic clinical teams provide whatever is needed to help children and youth remain safely in their own home, restoring hope, providing intense mental health services and supports, and helping to strengthen the family unity. With sites located in Tukwila, Burien, North Tacoma, University Place, Olympia, Shelton, Bremerton, Aberdeen, Yelm, Vancouver, (Salmon Creek and Oakview) and Portland Oregon, we offer comprehensive intensive, Wrap-around mental health services to a diverse population of families. We employ over 800 caring and compassionate employees.

Compassion Diversity Strength-Based-Approach Social-Justice & Our Staff!

The Clinical Operations Manager provides leadership, supervision, and operational oversight to support the efficient functioning of Family Behavioral Health operations. This position supervises Operations Team staff and coordinates recruitment, onboarding, employee workforce activities, credentialing, training compliance, fiscal processes, technology support, client resource accountability, and facility and safety activities. The Operations Manager serves as a key resource to staff, supervisors, site leadership, Human Resources, Accounting, Clinical Quality Improvement, and System Leadership. The Operations Manager should demonstrate sound judgment, resourcefulness, effective problem-solving, and strong organizational, supervisory, and communication skills.

• Supervise and Develop Operations Staff

Provide direct supervision to Operations Team staff through individual guidance, weekly team meetings, coaching, cross-training, workload coordination, and ongoing support. Complete bi-monthly timecard approvals and annual performance reviews, and address performance or employee-relations concerns in coordination with Human Resources and leadership.

• Participate in Site and System Leadership Activities

Attend weekly site leadership team meetings and monthly system-wide meetings. Communicate relevant operational information, identify support needs, and follow through on assigned action items.

• Oversee Recruitment, Hiring, and Onboarding Activities

Oversee interview scheduling and preparation, reference checks, background checks, and hiring-process logistics. Coordinate onboarding activities, including technology issuance, new-hire paperwork, account and access needs, required training, and other activities that support a timely and organized start for new employees.

• Coordinate Workforce Administration Activities

Manage promotion processes, coordinate staff separations with Human Resources, and assist employees with annual benefits enrollment activities. Assist supervisors with employee transfers, promotions, and terminations in ADP and other applicable systems.

• Manage Credentialing & Background Checks

Oversee annual background checks and driving abstract reviews for direct service staff. Track, monitor, and assist employees in applying for and maintaining Department of Health credentials, and maintain related records and follow-up processes.

• Maintain Training Records and Monitor Compliance

Track required training for various staff positions, monitor completion, assist staff and supervisors with training-related questions, and coordinate follow-up when requirements are outstanding.

• Coordinate Site Fiscal Operations and Client Resource Accountability

Reconcile corporate credit card activity each month. Collaborate with leadership and Accounting to review, approve, and process client-needs requests. Manage client gift card purchasing, inventory, tracking, distribution documentation, and reconciliation.

• Provide Technical and Systems Support

Troubleshoot routine technology issues involving cell phones, laptops, user access, and Wi-Fi connectivity. Assist staff with technology needs and coordinate with Information Technology resources when additional support is required.

• Manage Facility Maintenance and Safety Activities

Coordinate facility maintenance and safety activities, monitor identified needs, communicate with appropriate partners, and follow through to support a safe and functional work environment.

• Support Clinical Quality Improvement Activities

Develop and oversee processes that support the accuracy, reliability, and appropriate use of clinical data within the EHR, ensuring alignment with organizational policies and reporting requirements.  Attend monthly Clinical Quality Improvement meetings with the CQI Manager and support operational follow-up related to quality, compliance, and process-improvement activities.

• Provide Cross-Training and Team Coverage Support

Maintain working knowledge of Operations Team functions and provide coverage for other team members during absences, vacancies, or periods of increased workload. Promote consistent processes and continuity of operational support across the team.

• Perform Additional Duties as Assigned

Participate in special projects and perform additional supervisory, operational, administrative, and program-support duties as assigned to meet organizational and departmental needs.

· Bachelor’s degree or equivalent combination of education and relevant experience.

· Four or more years’ experience in a progressively responsible operations position.

· Prior experience supervising, coaching, or coordinating the work of staff.

· Knowledge of applicable laws, contracts, administrative codes and other regulations.

· Knowledge of quality improvement theory, principles and practice approaches.

· Excellent interpersonal and organizational skills with the ability to communicate respectfully with families and professionals.

· Strong computer skills especially in Microsoft Office.

· Excellent written and oral communication skills.

· Must have reliable transportation, valid driver’s license, auto registration and automobile insurance.

· Must have an acceptable driving record per CCS’ driving policy (required to provide current driving abstract).

· Applicant must successfully pass required background checks prior to an offer of employment.

· Ability to work independently in addition to working as a member of a team.

· Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services and work effectively in multi-cultural situations.

· Support and uphold the mission, beliefs and values of Catholic Community Services.

· Master’s degree in a related field

· Experience working in a private non-profit organization.

· Familiarity with social service/mental health terminology and practices

Please contact: Karla Lacktorin, Regional Clinical Recruiter, at karlal@ccsww.org with any questions. 

Note to Internal Candidates: HR reviews internal compensation and determines increase based on their experience and also agency internal equity factors.

Catholic Community Services and Catholic Housing Services is an Equal Opportunity Employer supporting Diversity, Inclusion, and Social Justice.  Please let us know if you need special accommodations to apply or interview for this position.