Management Assistant

POST DATE:   September 1, 2020


RESPONSIBLE TO:  Program Director, Community Health Home

COMMITMENT (HOURS): Part- or Full-Time, 20-40 hours per week

STATUS: Non-Exempt (3 months orientation period)


Family Bridges in Oakland is looking for a full-time Management Assistant to join our innovative Community Health Home (CHH) program. CHH is a Community Based Care Management Entity (CB-CME) serving primarily Medi-Cal members of the Alameda Alliance for Health and Anthem Blue Cross under their Alameda County Care Connect/Whole Person Care and Health Homes programs. The successful candidate is highly organized and thrives in a positive, team-driven environment, and enjoys working with frail older adults, persons with complex chronic medical conditions, disabilities or special needs, and/or people facing homelessness, substance abuse, mental health issues.

JOB SUMMARY:  The Management Assistant, a member of the Community Health Home team, is responsible for providing general administrative support for the program, staff and clients in efforts to address the social determinants that impact the clients’ health. The Management Assistant is directly supervised by the Program Director.


  • Provide general administrative and day-to-day support to Program Director and program managers, including but not limited to:
    • Managing incoming phone calls, general inquiry emails, snail mail
    • Managing administrative and fiscal paperwork
      • Prepare purchase requests and payment authorizations; verify payment vouchers and obtain required signature.
      • Prepare and verify the travel reimbursements.
      • Handle petty cash: including verify and reimburse petty cash to staff, reconcile and prepare the petty cash details report, etc.
      • Handle inventory, purchasing and monitoring of office supplies, program supplies, and janitorial supplies.
      • Maintains administrative records and filing system, including timesheets, training schedules, purchasing, etc.
      • Coordinate schedules and activities with contractors and/or vendors.
    • Assisting with development and/or implementation of policies, procedures and workflows, as well as documentation of meeting discussions, outcomes and next steps
    • Assisting with grant proposal submissions and reporting requirements to health plans, funders and other collaborative partners
    • Developing program promotional and client educational materials
    • Assisting with development and/or coordination of program in-services, educational sessions, and training activities for program staff, clients, and community members
  • Support client care coordination through:
    • Organizing and maintaining client files and community resources
    • Performing outreach calls and intake interviews; arranging medical appointments and transportation, and conducting general wellness or follow-up client care calls and reminders
    • Verification of client eligibility for public benefits, supportive services and programs
    • Back-up for client accompaniment to appointments and services, as well as client assistance with obtaining needed social services, housing services, and support resources, including assisting with necessary enrollment processes and forms, housing applications, etc.
    • Assisting with data collection, tracking, and documentation
  • Participate in relevant internal and external meetings, collaborations, and trainings
  • Perform other duties as assigned by Supervisor


  • Associate’s and/or Bachelor’s Degree in health, social science or related field.
  • Experience working in a community based organization.
  • Proficiency in Google Suite or Microsoft Suite applications: spreadsheets, word docs, calendar.
  • English language proficiency with solid written and oral communication skills and excellent phone and video conferencing presence.
  • Ability to multi-task and prioritize in a dynamic work environment.
  • Strong attention to detail, organizational skills and ability to work as a team member with minimal supervision.
  • Ability to develop effective work plans, set priorities, and meet deadlines.
  • Ability to operate and troubleshoot standard office equipment.
  • Ability to travel locally as needed.
  • Valid California driver’s license.
  • Up-to-date medical physical examination and immunizations.


  • Experience working with frail older adults, persons with disabilities or special needs, and/or people facing homelessness, substance abuse, mental health issues, and/or complex chronic medical conditions.
  • Experience integrating motivational interviewing and/or trauma informed care practices.
  • Experience using a Salesforce database/CRM platform.
  • Familiarity with Alameda County Care Connect/Whole Person Care and Health Home programs.
  • Familiarity with Oakland and its Community Cabin program.


  • Ability to communicate clearly with others.
  • Ability to see and hear in order to interact with others.
  • Ability to use a computer.
  • Ability to use smartphone and/or tablet (e.g. iPad).
  • Ability to travel locally multiple times a day.
  • Ability to perform responsibilities in various environments multiple times a day.
  • To lift a minimum of 20 lbs.
  • Vision 20/20 with correction.

SALARY RANGE:  Salary dependent upon experience, plus benefits.

TO APPLY: Send, fax or e-mail resume and cover letter to: Human Resources, Family Bridges, Inc.,
168 – 11th Street,  Oakland,   CA 94607,    Fax: (510) 839-2435

Family Bridges, Inc. is a non-profit multi-services community based organization that has been serving the Asian American communities in the East Bay for more than 50 years.  Family Bridges is an equal opportunity employer regardless of race, color, religion, sex, national origin, marital status, sexual orientation, age or disability.