Clinical Program Coordinator

Clinical Program CoordinatorThe 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 TasksThese are core functions of the job. Additional duties may be assigned as needed.Clinical AdministrativeManage Clinical Department Annual CalendarIn 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 / ExpensesMonitor 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 MonitoringMonitor 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 neededHelp 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 TrainingsTrack 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 ImprovementsGenerate 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 EventsSchedule, 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 EvaluationsReview, 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 RecruitmentIn 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 OnboardingAssist 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 SupportProvide 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 ComplianceTrack 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 AlumniAssist 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 AdministrationFunction 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 KnowledgeFamiliarity 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 & ValuesHigh 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