Program Manager, Clinical Mental Health in Palo Alto, California at Palo Alto University
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Job Description
Palo Alto University (PAU), a private, non-profit university, founded in 1975 and located in the heart of Northern California’s Silicon Valley, is a community grounded in values of social justice, dedicated to addressing pressing and emerging issues in the fields of psychology and counseling that meets the needs of today’s diverse society. The students at PAU reflect thediversity of the region, are engaged in their education, and committed to improving the lives of others. The University sees diversity in its staff and faculty as very important to serving its diverse student body (or synonymous with inclusive excellence). PAU offers undergraduate and graduate programs with online, hybrid and residential options. PAU has an engaged faculty who make significant contributions to their fields and prepare future leaders who make a difference in the lives of individuals and communities. When you put all of this together, PAU creates a legacy of confident, competent, and compassionate professionals who are at the forefront of psychology and counseling and who move ahead in life by moving lives ahead.
Position Description
Job Title: Program Manager, Clinical Mental Health Counseling
Department: Counseling Department
Reports To: Sarah Everley
Location: Remote or Local
Employment Status: Full-time
The Program Manager leads the day-to-day operations of the MA in Clinical Mental Health Counseling program and serves as the primary operational partner to the Associate Department Chair. This position is responsible for coordinating academic operations, course scheduling, student onboarding, program communications, events, and operational initiatives to ensure efficient program delivery and a high-quality student and faculty experience.
The Program Manager manages complex academic and operational processes, leads cross-functional projects, and collaborates with university partners to support admissions, registration, clinical training, accreditation activities, and continuous improvement. The position requires exceptional organizational, project management, communication, and leadership skills, as well as the ability to exercise independent judgment, manage competing priorities, identify opportunities for process improvement, and cultivate collaborative relationships across stakeholders.
Program Management and Coordination
- Lead the coordination and execution of program operations, ensuring efficient and consistent delivery of academic and administrative processes.
- Plan and manage major program events, including new student orientations and MA town halls.
- Represent program operations in departmental, executive, admissions, and cross-functional meetings.
- Support department/program/university events, including residencies, Unified Student Orientation
- Work with the department/program leadership and faculty to develop and maintain student handbooks that are responsive to course and program demands, institutional policy, as well as feedback from candidates and our placement partners.
- Assist department/program leadership and External Affairs team to update MA program web pages
- Identify opportunities for operational improvement and implement sustainable solutions.
Academic Program Administration
- Develop and maintain annual course schedules, cohort degree plans, and academic calendars in collaboration with faculty and staff.
- Routinely auditing class sizes and reviewing and approving add/drop forms.
- Review and process Updated Expected Graduation forms and MFCC Emphasis Forms.
- Maintain accurate student records and program documentation.
- Take minutes for meetings and maintain official minutes of program meetings and proceedings.
Admissions, Orientation, and Student Services
- Respond to general inquiries from prospective students by providing basic information and directing admissions-related questions to the appropriate admissions advisor.
- Respond to current student questions, and provide general information to students via email, phone, Zoom, and NinjaOne tickets
- Initiate and maintain communication with newly admitted students throughout the pre-enrollment period and manage onboarding and orientation.
- Collaborate with Admissions to support each student’s transition from admitted to registered status.
- Track enrollment and cohort capacity, assign students to cohorts, and manage program waitlists.
- Collaborate with Registrar, Clinical Training, and Department Manager monthly to ensure students are on track to graduate.
Communication, Assessment, and Continuous Improvement
- Develop and distribute regular program communications, including newsletters and student updates.
- Work with program leadership to communicate regularly with students, faculty, and alumni.
- Coordinate student surveys, analyze feedback, and support implementation of quality improvement initiatives.
- Support the department in the preparation of periodic self study reports and PAU academic program review reports.
- Support accreditation, assessment, and continuous improvement efforts through data collection, reporting, and documentation.
Supervisory Responsibilities
- Manage student workers & graduate assistantships as needed
Other Responsibilities
- Direct faculty questions to appropriate finance and human resources officials
- Provide faculty and student support when necessary
- Identify opportunities to improve procedural efficiencies
Other Duties as Assigned
Qualifications
The University is especially seeking candidates with a demonstrated commitment to promoting diversity, equity, inclusion, and belonging.
The successful candidate will have the following:
- Bachelor’s degree required
- 2 years minimum experience in a similar role preferred
- Strong written and oral communication skills
- Advanced proficiency in Google Suite, Microsoft Office, Zoom, DocuSign, and e-mail applications required
- Strong multi-tasking, time management and problem solving skills
- Strong project management skills and attention to detail
- Comfort with new technologies and databases