Clinical Program Coordinator

Job Title Clinical Program Coordinator Department Clinical FLSA Status Non-Exempt Reports to Chief Care Officer Classification Full-Time Revision date August 2026 Schedule Monday – Friday Hours 9AM-5:30PM Pay $24-$28/hour Benefits Eligibility Yes *Maple Counseling Center requires in-person and partial days in office as assigned by the supervisor. About Us Maple Counseling is a 501(c)(3) nonprofit organization dedicated to providing affordable, comprehensive mental health services to individuals of all ages, couples, and families. We also offer training for graduate and postgraduate students pursuing licensure in the mental health field. More than just a counseling center, Maple is the Heart of Mental Health—a sanctuary of healing and wellness, where soothing music and dedicated meditation spaces create a calming environment. When you don’t know where to turn, turn to Maple. You are welcome here! Position Summary The Clinical Program Coordinator provides high-level administrative and program support to Maple Counseling’s clinical services, trainees, and supervisors. This coordinator role ensures smooth daily operations by supporting the Chief Care Officer (CCO) and the Director of Child, Adolescent and Family Programs in planning and implementing all aspects of the clinical training programs. Essential Tasks These are core functions of the job. Additional duties may be assigned as needed. Clinical Administrative Manage Clinical Department Annual Calendar In collaboration with CCO, prepare timelines, deadlines and lists of needed tasks/materials for upcoming events throughout the year. Ensure all participants in upcoming events (i.e. recruitment, orientation, annual evaluations, etc.) are informed in advance with sufficient time for preparation. Track Clinical Budget / Expenses Monitor department spending by budget category and maintain current tracker for at-a-glance monitoring of year-to-date spending. Account for upcoming known costs per budget category. Prepare check request and credit card reconciliation forms; gather invoices, receipts, W9. Client Assignment and Capacity Monitoring Monitor trainee availability, caseloads, and capacity and prepare weekly report for Welcome Center. Assist with assigning clients to trainees and track cases until the first session. Monitor client attendance, cancellations, and follow-up with trainees/supervisors as needed Help manage client transfers, reassignments, and waitlists. Maintain and update transfer List for both Adult and CAF (Child, Adolescent and Family Programs). Process all transfers for Adult and CAF (Child, Adolescent and Family Programs). Assign new CAF (Child, Adolescent and Family Programs) cases to trainees. Adult Therapy Trainings Track attendance for the Adult Therapy Trainings. Send Adult Therapy Training Evaluations to trainees. Email Out Adult Therapy Training information to Trainees and Speakers. Trend Reporting and Operational Improvements Generate reports for clinical leadership, including client trends, trainee activity, and supervisor usage. Analyze client and trainee data for errors, patterns, and operational improvements. Track room usage, trainee scheduling, cancellations, and reschedules; report findings to leadership. Collaborate with Director of Operations, Clinical Administrative Specialist and Director of Child, Adolescent and Family Programs on InSync (EHR) system troubleshooting and error resolution. Appreciation Events Schedule, plan and coordinate annual appreciation events for trainees, volunteer supervisors, clinical supervisors. Invitations/RSVP, location finding, menu planning. Alumni event support as needed. Annual and Semi-Annual Evaluations Review, prepare and distribute annual and semi-annual evaluation surveys to clients, trainees, and volunteer supervisors. Prepare and format evaluation data for report to board, leadership and staff. Clinical Training Program Trainee Recruitment In collaboration with CCO, plan all deadlines for recruitment cycle. Prepare applications in Jazz HR. Prepare recruitment flyers for distribution to graduate schools and updates for Maple website. Oversee flow of applicants as they move through process in JazzHR, flagging and following up as needed. Coordinate with Clinical Training Program Assistant for screening, interview scheduling. Track applicant progress; assist Director of Quality Assurance and Training Partnerships on follow up with school requirements and applicant inquiries. Support clinical supervisors throughout application, interview, and offer process. Monitor interview and ratings completion; follow up with supervisors as needed. Run reports on scoring, evaluations. Track offer and acceptance statuses. Trainee Onboarding Assist Director of Quality Assurance and Training Partnerships and CCO with orientation scheduling: coordinate presenters, Zoom setup, and trainee communications. Facilitate completion of graduate school forms and supervision agreements with Director of Quality Assurance and Training Partnerships. Ensure new Provider profiles are complete in InSync (EHR). Facilitate use of Tevera for clinical and volunteer supervisors. Ensure 4-way agreements are processed, signed and filed. Support Director of Quality Assurance and Training Partnerships with the assignment of a volunteer supervisor to each trainee. Maintain, update and make available trainee cohort data: school, supervisor, volunteer supervisor, license type, specialty training, cohort dates, and departure dates. Support cohort transitions, including notifying supervisors, Welcome Center, and preparing capacity updates for specific therapy types. Send out communications to trainees as needed. Trainee Support Provide trainees with empathic listening, availability and willingness to problem solve. Direct trainees to appropriate resources and/or staff who can assist them in resolving issues and concerns. Coordinate informal trainee quarterly gatherings. Provide trainees with clear communications and updates as needed. Trainee Compliance Track trainee compliance in InSync: note submission, attendance, caseloads, intakes completed, and chart completion. Monitor required attendance for supervision and trainings; report patterns to supervisors and leadership. Prepare trainee letters or notifications regarding compliance concerns for review by supervisors. Volunteers and Alumni Assist Director of Quality Assurance and Training Partnerships with recruitment, application and onboarding of prospective volunteers: Clinical Volunteer Supervisors, licensed volunteers, Community Circle volunteers, and general (non-licensed) volunteers. Assist the Maple Alumni Association and its President with programmatic, communication and meeting support. Function as a high-level assistant to the CCO and clinical leadership: track tasks, follow up on flagged emails, compile weekly priorities. Office Administration Function as a high-level assistant to the CCO or clinical leadership: track tasks, follow up on flagged emails, compile weekly priorities. Assist CCO and Director of CAF with schedule coordination. Maintain office and therapy room supplies; ensure rooms are tidy and client-ready. Support requests for clinical records and subpoenas while ensuring HIPAA compliance. Prepare Forms, Doodle Polls, and other tracking tools; compile and present results. Provide front desk coverage as needed: answer calls, direct visitors, and ensure a professional reception environment. Assist with scheduling, calendars, meeting coordination, and clerical tasks (filing, copying, scanning, correspondence). Support clinical department events, luncheons, and staff meetings as requested. Provide ad hoc project support as requested by leadership. Desired Knowledge Familiarity with mental health clinic operations, client case tracking, and trainee supervision workflows. Experience with EHR systems including data entry, reporting, and troubleshooting. Knowledge of HIPAA regulations and confidentiality standards. Strong organizational, multitasking, and project management skills. Excellent oral and written communication skills. Ability to interact professionally with diverse populations, including clients, trainees, and supervisors. Attention to detail, reliability, and proactive problem-solving approach. Customer-service oriented and comfortable providing front desk support. Capabilities & Values High achievement orientation; goal-oriented with a strong ownership mentality; willingness to roll up your sleeves and do whatever it takes to achieve goals. Agile & strategic thinker who is able to see the big picture as well as map out the details to achieve goals. Exceptional interpersonal skills/EQ with the ability to communicate openly, honestly and with humility across all groups; and collaborate to foster positive relationships across all stakeholders. Multi-tasker and ruthless prioritizer; you are happiest when you are working on many things at once, yet are able to sort through the important from the unimportant. Creates a fun and exciting environment that inspires learning and innovation while embracing evaluation that leads to excellence and impact. Passion for social impact and driving positive change. Job Requirements Bachelor’s degree or equivalent experience in administration, human services, mental health, nonprofit, or related field. 2+ years of experience in administrative support or coordinator role, preferably in a clinical or nonprofit environment. Strong organizational, multitasking, and data tracking/reporting skills. Excellent communication and interpersonal skills with ability to work collaboratively with staff, trainees, and supervisors. Proficiency with EHR systems, Microsoft Office Suite, and Google Workspace. Knowledge of HIPAA and client confidentiality practices. Professional, flexible, proactive, detail-oriented, and customer-service focused. Physical Requirements Candidate must be able to lift up to 30 pounds. Ability to move within the office environment and ability to climb stairs. Ability to write by hand and use a keyboard to perform general office functions. Ability to communicate continuously by speech and hearing. Visual acuity (close, distant, peripheral vision, and the ability to adjust focus and view accurate color perception and objects at near distances) needed for detail work and computer use. Ability to sit for extended periods of time. Reasonable accommodations are available to individuals with disabilities to perform the essential functions.