Office Administrator

Job Title:  Office Administrator

Location: San Jose (work from home with some in-person hours)

Position Type:  Part Time (Approximately 15 hours per week)

• Flexible scheduling with availability during working hours M-F 9-5 pm. Must be available approximately 3 hours per day for agency work tasks
• Primarily work from home but some in-office support may be required on occasion
• *Only California-based candidates will be considered; Bay Area preferred

Reports To: Executive Clinical Director

Description

We are looking for a friendly and organized Office Administrator to join our dedicated team of professionals in our nonprofit clinical group practice . As an Office Administrator, you will play a crucial role in supporting the day-to-day operations and ensuring the smooth running of the organization. This is an exciting opportunity to be part of a team dedicated to making a positive impact on our community. This flexible position allows the staff to establish their own hours and work from home within business hours.

About Lotus Family Services 

We support individuals and families impacted by trauma, separation and emotional challenges to build peaceful, connected, empowered and resilient relationships and develop skills to thrive and live their best lives. Our unique, small-group practice model allows us to develop an intimate team of collaborative, competitively compensated professionals while living our mission of providing support to the local community through our nonprofit model.

Our client base includes people experiencing family stress, trauma or separation including divorce, experience in the foster care and adoption systems, immigration, post-incarceration reunification, and families caring for children with emotional needs which make parenting challenging (such as neurosensitivities, developmental delays and mental illness). We support stability and trauma recovery through individual and family counseling, groups, classes, personalized parenting coaching and consultation, and family bonding retreats and camps. To honor our commitment to providing all communities access to excellent support, we accept a variety of insurance panels, private pay and subsidized sliding scale funding to ensure equitable access for all clients.

Key Responsibilities

• Assist in budgeting, data entry, reconciling medical billing and financial tasks, such as processing invoices and maintaining expense reports.
• Provide administrative support to the team, including managing schedules, organizing meetings, and handling communication with external funders and partners
• Assist in the preparation and coordination of events and programs, ensuring they run smoothly from start to finish, as applicable
• Maintain and update databases, records, and files with accuracy and attention to detail.
• Handle incoming inquiries and correspondence, providing timely, professional and friendly responses. Screen incoming client referrals according to training provided by Executive Clinical Director
• Support with management of office supplies, equipment, and inventory, ensuring everything is well-maintained and readily available
• Support in the development and execution of social media and marketing plan in accordance with agency standards and values. Manage agency social media accounts and website

Qualifications

• Education 
  • High school diploma or equivalent; additional qualifications in office administration or related field is a plus
• Skills
• Proven experience in an administrative role, demonstrating excellent organizational and multitasking skills
• Proficient in Microsoft Office suite (Word, Excel, PowerPoint, Outlook), Google Suite and other relevant software. Experience with EHR Theranest software is a plus 
• Strong written and verbal communication skills, with a friendly and professional demeanor
• Exceptional attention to detail and ability to prioritize tasks effectively
• Ability to work independently as well as part of a team, demonstrating strong interpersonal skills
• Familiarity with basic accounting principles and experience in managing budgets is an advantage
• Spanish fluency preferred
• Personal Attributes:
• Empathetic, non-judgmental, trauma informed and culturally sensitive
• Strong commitment to ongoing professional development and learning
• Knowledge of and commitment to trauma-informed and strength-based practices

Salary & Benefits

At Lotus Family Services, we believe in ethical and sustainable services both for clients and staff. Our group practice model allows Clinician I to grow skills within a supportive, small agency setting. Enjoy the flexibility of a private group practice setting while meeting our mission to support those in need in our community. Our model helps our staff to avoid burnout while providing top-quality services. 

Benefits include: 

• Pay rate of $25/hr 
• Annual merit-based bonuses 
• Worker’s Compensation and 403b plan
• Opportunities for professional growth 
• Flexible scheduling and worksite
• Excellent training and support 
• Participation in collaborative team

Application Process: 

We believe that, like the lotus flower, beauty and triumph can grow from the darkest and most challenging of situations and that all families have potential for growth and change. Interested candidates sharing our vision and these qualifications should submit a resume, cover letter, and references to admin@lotusfamilies.org. Applications will be reviewed on a rolling basis until the position is filled.

Equal Opportunity Employer: We are an equal opportunity employer and welcome applications from individuals of all backgrounds and experiences. We celebrate diversity and are committed to creating an inclusive environment for all employees.