Project Manager

This position is full-time (40 hours), exempt, Mon.-Fri. 9:30am-6pm, located at our Vicente campus in San Francisco.

Mission

We provide the people, place, and path for exceptional youth mental healthcare.

Vision

We aim to redefine what youth mental healthcare can be by delivering transformative support that doesn't just treat symptoms but changes lives.

About Edgewood

Each person who works at Edgewood shares a passion for making a difference in the lives of the children and families who we serve in the San Francisco Bay Area. Employees find themselves surrounded by a diverse and extraordinary group of dedicated professionals, in welcoming environments characterized by whole-person care, open communication, creative support and a commitment to growth, healing and improving each day. Edgewood’s successes come from our employees and the positive results they help create for children and families. When you join Edgewood, you join a culture of purpose and belonging, where your growth is a priority, your identity is embraced, and the work you do matters.

Position Summary

This position serves the Counseling and Psychological Services (CAPS) Program, implementing and maintaining administrative systems, processes, and infrastructure. Reporting to the Associate Director of Program Operations and Strategic Initiatives. This role does not carry clinical or supervisory responsibility, that work is held by the program's supervisors, directors, and the Program Manager. Instead, this position focuses on the operational and administrative foundation that allows clinical and leadership staff to focus on client care; designing and improving processes, managing data and documentation, coordinating logistics, and serving as a warm, reliable point of contact for clients, families, and staff and maintaining reception lounge for exceptional client care.

Essential Functions

• Serves as the administrative infrastructure lead for the CAPS Program, designing, documenting, and continuously improving the systems and processes (tracking tools, checklists, calendars, documentation protocols, inventory management) that keep the program organized and accountable.
• Proactively identifies gaps or inefficiencies in existing administrative processes and builds new systems to close them, in partnership with the Supervisor and program leadership.
• Creates and maintains standard operating procedures and various program materials so that key administrative processes are repeatable and transferable to staff transitions.
• Leads administrative and operational projects from scope through completion, building timelines, tracking milestones and dependencies, coordinating contributors, and reporting progress to stakeholders.
• Supports program-level initiatives (new service lines, process rollouts, space or staffing changes) by managing logistics, documentation, and communication across affected teams.
• Serves as a warm, welcoming first point of contact for clients and families in person, by phone, and by email, helping create a supportive and reassuring experience from the first interaction.
• Coordinates the administrative side of client intake and scheduling, ensuring accurate, timely, and respectful handling of inquiries, appointments, and follow-up.
• Partners closely with clinical and program staff to ensure smooth handoffs and minimal friction for clients and families.
• Oversees day-to-day administrative operations, including correspondence, records management, and office logistics.
• Tracks and maintains program data (e.g., caseload counts, attendance, referrals, outcomes) and prepares recurring reports and dashboards for program staff and leadership.
• Maintains program files, databases, and shared drives, ensuring information is accurate, well-organized, and easy to retrieve.
• Coordinates purchasing, supply ordering, and facilities and vendor logistics to keep the program's physical space running smoothly.
• Identifies and coordinates improvements to the program's physical space, including furniture, signage, waiting-area setup, and therapy-room readiness, to support a calm, welcoming, and clinically appropriate environment.
• Supports compliance and audit-readiness by maintaining organized documentation and tracking required trainings, certifications, and licensure renewals for program staff, as applicable.
• Partners with support departments including; Facilities, IT, HR, and QA teams to support onboarding logistics, technology needs, and space and equipment requests for CAPS staff.
• Provides direct administrative support to program leadership, including calendar management, correspondence, meeting coordination, note-taking, and preparation of materials for meetings and presentations.
• Manages program calendars and coordinates logistics for staff meetings, trainings, outreach, and client-facing events, including scheduling, materials, notes, and follow-up.
• Perform other relevant duties as assigned.

Core Competencies

• Organizational & Time Management Skills – Effectively prioritizes tasks and competing deadlines to ensure smooth day-to-day operations.
• Attention to Detail & Accuracy – Reviews and processes documents, data, and correspondence with a high degree of precision.
• Technical Proficiency – Demonstrates skill with Microsoft Office Suite (Word, Excel, SharePoint, Teams), DocuSign, and Zoom.
• Communication & Interpersonal Skills – Uses clear written and verbal communication to collaborate with staff, leadership, community partners, and clients.
• Teamwork & Collaboration – Works effectively across departments and with diverse staff.
• Adaptability & Problem-Solving – Quickly learns new tools, systems, and workflows.
• Employee & Client Support Focus – Provides a responsive, professional, and culturally sensitive experience for both staff and clients.
• Initiative & Accountability – Takes ownership of assigned responsibilities and follows through on commitments.
• Healing Centered Engagement – Contributes to an organizational culture rooted in trauma-informed, healing-centered principles.
• Cultural Humility & Equity Commitment – Treats youth, families, and colleagues with dignity, respect, and sensitivity.

Applied Knowledge, Skills, and Abilities

Bachelor’s Degree is preferred. Five years of work experience with at least two of those years working in an administrative capacity. Demonstrated ability to work with clients and co-workers in a wide variety of cultural contexts and community settings. The ability to address and work persistently through adversity and change. Good grammar, writing, communication, and organization skills. Must trustfully work autonomously. Advanced ability to perform data entry tasks in an accurate and timely manner. Advanced ability to use Microsoft Office programs, social media, and various platforms. Advanced ability to use office machines such as phones, cell phones, copy machines, computers, and fax machines.

Salary and Benefits

The salary range for this position is: $82,000.00-$106,000.00. As part of our team, benefits-eligible employees receive an excellent comprehensive benefits package: 16 days of PTO the first year and more thereafter, nine paid holidays, five health and wellness days off annually, 10% additional pay for community-relevant second language fluency, medical/dental/and vision plans, 403 B Retirement Plan with agency match, employee assistance program, commuter benefits program, medical and childcare flexible spending accounts, pet insurance, identity theft protection plan, paid employee referral program, career advancement opportunities, retention bonuses for many positions, continuing education expense reimbursement, professional licensing fee reimbursement, and professional development reimbursement opportunities.

Equal Opportunity

Edgewood is proud to be an equal-opportunity employer. People of color, women, persons with disabilities, and persons who are lesbian, gay, bisexual, transgender, or intersex are encouraged to apply. Edgewood maintains a policy of non-discrimination with respect to employees and applicants for employment.