Program Manager, Clinical Mental Health

Palo Alto University; Palo Alto (CA); On-site; USD 64,000 - 76,000; Full time

Job summary

Palo Alto University seeks a Program Manager for the Clinical Mental Health Counseling program. This Full-Time Exempt role leads day-to-day program operations and partners with the Associate Department Chair to ensure efficient delivery and a high-quality student and faculty experience.

The position supports admissions, registration, and accreditation activities, coordinates scheduling, onboarding, and communications, and drives continuous improvement with campus partners.

Qualifications

• Strong organizational and communication skills for coordinating complex program operations.
• Experience managing events, onboarding, and program communications.
• Ability to work with cross-functional teams and external partners.

Responsibilities

• Lead coordination and execution of program operations for the MA in Clinical Mental Health Counseling.
• Plan and manage major program events including orientations and town halls.
• Represent program operations in departmental and cross-functional meetings.
• Support program/university events and MA program web page updates.
• Develop and maintain student handbooks responsive to course demands and policy.
• Identify opportunities for operational improvement and implement solutions.
• Maintain accurate student records and program documentation.
• Take and maintain minutes for program meetings.

Skills

Project management

Communication

Multi-tasking

Time management

Problem solving

Attention to detail

Tools

Google Suite

Microsoft Office

Zoom

DocuSign

Email applications

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Program Manager, Clinical Mental Health

Full-Time Exempt Staff Palo Alto, CA, US

4 days ago Requisition ID: 2008

Salary Range: $76,000.00 To $76,000.00 Annually

Palo Alto University (PAU), a private, non-profit university, founded in 1975 and located in theheart of Northern California’s Silicon Valley, is a community grounded in values of socialjustice, dedicated to addressing pressing and emerging issues in the fields of psychology andcounseling 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 ofothers. The University sees diversity in its staff and faculty as very important to serving itsdiverse student body (or synonymous with inclusive excellence). PAU offers undergraduate andgraduate programs with online, hybrid and residential options. PAU has an engaged faculty whomake 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 alegacy 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 residenc ies, 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 form s 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:

• 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