Program Assistant Jobs in Santa Rosa, CA (NOW HIRING)

Join Buckelew and work with great people doing great things! Buckelew Programs is a leading provider of behavioral healthcare services in the North Bay, providing compassionate mental health, supported housing and substance use treatment.

We are hiring a Program Manager to provide leadership, direction, and oversight to the new Buckelew Employment Service (BES) team. The BES program will utilize the Individual Placement and Support (IPS) model to support people living with behavioral health conditions to work regular jobs of their choosing. In this role, you will be responsible for guiding and empowering staff, managing daily operations, and representing the program with external partners including police and fire departments, local governments, social service providers, and community organizations. You will support strategic planning, budgeting, compliance, and program development while ensuring services align with Buckelew Programs’ mission and values.

RESPONSIBILITIES

Administrative

• Oversee daily operations, program growth, staffing, and development of assigned program(s).
• Assist in setting annual goals, objectives, and activities in consultation with the Program Director.
• Partner with the Finance team to prepare and manage budgets; monitor revenues and expenses; approve program expenditures in line with budget authority.
• Support Team Leaders  with administrative  and  clinical recordkeeping tasks.
• Monitors outcomes to meet fidelity of IPS model and implements quality improvement plans.
• Arranges for IPS supported employment fidelity reviews.  Assists  with the development of fidelity action plans based on recommendations from the fidelity report.
• Acts as a liaison to other department coordinators and administrators at the agency.
• Maintains regular communication with mental health supervisors to ensure that services are integrated, to resolve issues, and to act as a proponent for employment.
• Leads or participates in steering committee meetings to help with IPS supported employment implementation and sustainability.
• Ensure safety protocols are consistently implemented across program sites.
• Oversee fleet management responsibilities.

• Develop and manage staff schedules to meet operational needs.
• Hire, train, supervise, and evaluate staff and volunteers in accordance with agency policies.
• Provide consultation, supervision, coaching, and performance feedback to staff.
• Share on-call responsibilities as needed.
• Facilitate individual, team, and all-staff meetings.
• Assigns employment specialist to one or two mental health teams. Attends each mental health treatment team monthly meeting to enhance integrated services.
• Provides frequent (weekly or every other week) field mentoring for specialists who are new to their jobs, and those with outcomes that are less than desired.
• Oversee records requests and subpoena responses in collaboration with Quality and Compliance staff.

• Guide and support staff in planning and implementing client care and documentation.
• Provide crisis intervention and management services as needed.
• Collects client outcomes monthly. Shares outcomes for the program, as well as individual practitioners, with the IPS supported employment team each quarter.
• Supports team members set goals for improvement. Reviews individual outcomes with each practitioner and develops written plans for improvement. Helps specialists refine their skills so they can improve outcomes.
• Ensure services are delivered with cultural sensitivity and in the preferred language of clients and families.
• Provides IPS supported employment services to a caseload of two to three people.

Program Quality and Compliance

• Ensure services adhere to documentation standards, evidence-based practices, and client-centered care.
• Monitor compliance with legal, regulatory, and contractual requirements, including CARF, CCL, and other certifications.
• Oversee quality assurance activities, including chart reviews, incident reporting, and outcome tracking.
• Review and provide feedback on staff documentation at least quarterly.

Education  & Experience

• Master’s or Bachelor’s degree in Social Sciences, Nursing, or related field; or certification as  a Peer Support  Specialist, Patient Navigator,  Community Health Advocate, or in Alcohol/Drug Counseling. Equivalent experience may be considered.
• Minimum five years’ experience in a behavioral health organization.
• At least five years of supervisory experience.
• Strong understanding of family and group dynamics, crisis management, treatment planning, and documentation requirements.
• Experience with Electronic Health Record (EHR) systems preferred.
• Experience working with first responders preferred.

• Fluency in English required; bilingual English/Spanish preferred.
• Strong organizational, communication, and leadership skills.
• Ability to remain calm, professional, and flexible in fast-paced situations.
• Skilled in Microsoft Office (Word, Excel, Outlook).
• Reliable, ethical, and collaborative team player.
• Valid California driver’s license, insurable driving record, and reliable transportation required.
• Must pass a LiveScan fingerprint background check.
• First Aid/CPR certification may be required depending on program needs.

PHYSICAL REQUIREMENTS

• Ability to lift up to 30 pounds and perform intermittent activities such as bending, kneeling, squatting, reaching, pushing, and pulling.
• Ability to sustain extended activities including driving, standing, typing, writing, and sitting.