Administrative and Operations Coordinator

Position Details 

Title: STAT Facilities Coordinator (Administrative and Operations Coordinator)

Classification: Full time (1.0 FTE) Non-Exempt (Hourly), 40 hours per week

Location: Castro Valley, CA / In-person 

Regular Work Schedule: Onsite Monday - Friday (with one Saturday per month)

Compensation:

• Hourly range - $27.00-$30.00 per hour
• Additional 10% Spanish language differential, if applicable

The WestCoast Children’s Clinic’s STAT Program is an innovative, model program that provides mental health Screening, Stabilization and Transition (STAT) services to children as they enter the foster care system in Alameda County. The STAT program serves children and young adults, ranging in age from just a few days up to their 21st birthday. The program is committed to helping them cope with the traumas of abuse and neglect while working to minimize the impact of being separated from their family, home, and community. 

The STAT Administrative and Operations Coordinator (also known as Facilities Coordinator) plays a vital role in maintaining and enhancing the facilities for the STAT program. This position assists with Environment of Care, Emergency Management, and Infection Prevention processes while providing key administrative support to the STAT Program Co-Director. You'll ensure the safety, cleanliness, and presentation of the Assessment Center in partnership with Alameda County DCFS staff. Additionally, you’ll collaborate with WCC’s Training Department and the STAT Management team to support all safety and facility-related trainings. 

Administrative

• Collaborate with the Sr. Facilities Manager to design and implement STAT facilities and safety policies.
• Oversee and track the budget for STAT program supplies, including treatment supplies, food, and staff benefits.
• Manage inventory for the office and Assessment Center, ensuring timely ordering and billing for supplies.
• Coordinate with IT to maintain office equipment and serve as the point of contact for troubleshooting.
• Ensure the protection and security of files and records.
• Facilitate the transfer of files between the Assessment Center, WCC Fruitvale office, and Iron Mountain with the WCC Facilities Team.

Facilities

• Collaborate with the STAT Milieu team to ensure facility operations and safety compliance.
• Ensure Assessment Center meets Joint Commission Accreditation and Community Care Licensing standards.
• Adhere to STAT Accreditation Standards and CCL requirements.
• Work with Management Team to monitor building safety and security.
• Implement policies for facilities maintenance, Emergency Management, and Infection Prevention.
• Conduct safety trainings and quarterly drills to prepare staff for emergencies and maintain safety measures for equipment and materials.
• Coordinate with Public Health Nursing on medication storage and supplies.
• Attend quarterly health and safety meetings with Alameda County.
• Serve as the main contact for facilities and administration requests, coordinating maintenance via ASANA.
• Identify and resolve issues affecting the work environment, including supplies, furniture upkeep, and building code compliance.
• Comfortable with general maintenance and repairs; should have a good familiarity with tools and an ability to troubleshoot and resolve common issues.

Training 

• Orient and train employees on office operations and procedures.
• Collaborate with WCC’s Training Department and STAT Management to support all safety and facility-related training.
• Provide on-the-job training as needed.

• BA/BS preferred
• 2-3 years office administration and facilities experience
• Detail oriented, strong organizational skills
• Clean CA DMV record, current car insurance, and access to car

• Strong interpersonal, team-building, and communication skills.
• Excellent organizational, analytical, problem-solving, and decision-making abilities.
• Able to work independently and collaboratively in multidisciplinary teams.
• Effective stress and time management, with strong project oversight.
• CPR and de-escalation training required.
• High initiative, integrity, and follow-through.
• Proficient in Word, Excel, PowerPoint, Google Suite; familiarity with Mac OS is a plus.
• Strong multitasking and priority management in fast-paced environments.
• Detail-oriented with proofing and editing skills.
• Knowledgeable about race, class, ethnicity issues, and community mental health systems.

• Monday-Friday, with one Saturday per month. 
• Note that this position is not remote and will require onsite work at the Assessment Center in Castro Valley, with some possible work at our temporary space in Downtown Oakland.

-Be part of a compassionate, driven team that is social justice-focused: We have several Staff Affinity Groups: BIPOC council, LGBTQIA+, Alianza Latine, Equity and Inclusion, and more!

-Make a difference for the Bay Area’s most vulnerable populations: We serve hundreds of vulnerable kids and their families each year to create positive changes in their lives!

-Access a growth-oriented learning community: As a Joint Commission Accredited agency, we are dedicated to providing the highest standard of care, and offer extensive clinical trainings and seminars led by field experts. 

• Employer-paid Medical Benefits for Employees 
  • 100% employer-paid dental and vision 
  • Dependent medical, dental and vision (50% employer-paid) 
• Medical and Dependent Care FSA and commuter plans
• 100% employer-paid life insurance long-term disability insurance
• Voluntary accident, term life and hospital indemnity insurance 
• 403(b) and ROTH retirement plan options, employer contribution targeted at 7.5% after first year of employment
• Annual incentive compensation (10%)
• Three weeks PTO during the first year of employment, 4+ weeks PTO with additional years of service
• 12 paid holidays plus one paid floating holiday per year
• 4 paid self-care days per year
• Wellness stipend ($100.00 per month)
• Professional development stipend and CEUs for trainings
• Employee Assistance Program (EAP)