Office and Facilities Manager

WestCoast Children’s Clinic, located in Oakland, California, is a non-profit community psychology clinic that provides mental health services to Bay Area children, youth and families. Working at WestCoast Children’s Clinic means being part of an organization that is client-centered, trauma-informed, collaborative, and committed to justice and equity. 

The Office and Facilities Manager plays a hands-on role in ensuring smooth operations from the "front-to-back" office. The position calls for a highly organized, strong-minded, and level-headed person able to make quick judgment calls to troubleshoot and problem solve. The position also requires exemplary diplomacy with a personal touch working with many staff and clients ranging in individual backgrounds, expertise, tenure, personality, beliefs, identities, and communication styles. This role reports to the Chief Financial Officer and the Chief Clinical Programs Officer on matters related to agency accreditation, "environment of care", infection control, and emergency management/response.

Key Responsibilities

Facilities

• Serves as the main contact for facilities and administrative requests, including the Assessment Center, collaborating with Executive Management to address workplace issues such as office supplies, furniture, space management, safety, and accreditation standards.
• Takes a solutions-oriented, hands-on approach to resolve issues locally, with minimal disruption, and escalates complex matters as needed.
• Demonstrates professionalism, ownership, and confidentiality in all staff and client interactions.
• Regularly inspects facilities for maintenance needs, prioritizing repairs based on urgency.
• Maintains detailed records of maintenance, repairs, incidents, and safety inspections.
• Collaborates with program staff, Alameda County, and other stakeholders to ensure the facility meets client and staff needs and safety standards for the STAT Program.
• Provides supervision and coaching to the Facilities Coordinator, establishing systems for tracking and addressing facilities-related issues, including maintenance, safety, office supplies, and vendor coordination.

Administrative

• Manages the presentation of entryways and lobby areas to ensure a welcoming, clean, and safe environment for clients and staff.
• Leads project management efforts involving Alameda County, external vendors, and internal staff.
• Oversees front desk scheduling, ensuring adequate staffing during peak client times and approves hourly employee schedules to accommodate break and meal periods.
• Provides supervision and coaching to front desk staff, while establishing systems for managing administrative tasks.
• Inspects buildings and structures to identify maintenance and repair needs.
• Manages parking facilities and ensures adequate space for staff.
• Coordinates catering and vending services.
• Oversees security for all WCC facilities and ensures compliance with health and safety regulations (Cal OSHA, CDC, CCL, Joint Commission).

General Management

• Participates in recruitment, onboarding, and staff support, ensuring a positive employee experience.
• Ensures safety, cleanliness, and compliance with regulations at all WCC locations.
• Manages communication with staff, demonstrating diplomacy and customer-focused service.
• Leads emergency preparedness and maintains safety records and training.
• Creates and updates HIPAA protocols, safety training, and policies on facilities maintenance and infection control.
• Ensures compliance with Joint Commission and MediCal standards.
• Develops and updates front desk policies and manages administrative projects.
• Coordinates with IT on office equipment and layout, and oversees the Facilities and Administration budget.
• Participates in Operations, budget meetings, and leads the Safety Committee.

Risk Management

• Periodically review and update the business continuity plan and recovery measures.
• Analyze metrics like inventory, breakage, and employee activity to detect fraud.
• Conduct quarterly safety drills.

Key Qualifications:

• Bachelor's degree (preferred).
• Experience or strong interest in psychology or public health.
• Experience working with community-based organizations is a plus.
• Minimum three years of demonstrated supervisory and office management experience.
• Clean driving record and access to a vehicle, local work travel required. 

Competencies (skills, abilities & knowledge):

• Proficient in Microsoft Office, Google apps, ASANA, MAC, inventory systems, and web-based programs.
• Capable of working independently and as part of a team.
• Skilled in managing multiple responsibilities in facility maintenance, safety, and client care.
• Experience in intensive clinical settings and working with diverse communities.
• Detail-oriented, efficient, and strong in project management, supervision, and process oversight.
• Excellent client, staff, interpersonal, communication, and writing skills.

Position Details and Compensation:

This is a full-time, exempt position. Starting range: $75,000-85,000 per year depending on experience, and includes competitive benefits and compensation package, 403b and performance-based compensation plans.

Why work here?

-Be part of a compassionate, driven team that is social justice-focused: We have Staff Affinity Groups such as Staff of Color, LGBTQ+, Equity and Inclusion, Health and Wellness, 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. 

We also offer:

• Annual incentive compensation and retirement plan contribution
• 100% Employer paid medical (base plan, Kaiser HMO), dental, vision, life insurance, and long-term disability coverage for full-time employees
• Variety of medical plan options including a variety of carriers and types of plans
• 403b retirement plan with ROTH and 403b contribution options
• Flex-spending options - Medical, Dependent Care and Commuter Plans
• 15 days paid time off per year (equivalent to 3 weeks), 12 Paid Holidays, plus Self-Care Leave (additional PTO accrual with increased years of service)

Join us and make a difference in the lives of vulnerable children and families in the Bay Area.  

WCC is passionate about leading and encouraging open conversations around race, gender, power, and privilege and how these impact community mental health. We are an equal opportunity employer. We are committed to diminishing the influence of privilege and discrimination in our field and our workplace, whether due to differences concerning age, citizenship, color, disability, marital or parental status, race, religion, gender, or sexual orientation.