{"id":2643406,"url":"https://alion.io/job/maple-counseling-clinical-program-coordinator-maple-counseling","title":"Clinical Program Coordinator - Maple Counseling","company":{"id":2568687,"name":"Maple Counseling","domain":"maple4counseling.org","url":"https://alion.io/company/maple4counseling","size_band":"11-50","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"JazzHR","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":"junior","employment_type":null,"work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Los Angeles, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":24,"max":28,"currency":"USD","period":"hour","gross":null,"usd_annual":56000},"salary_estimate":null,"experience_years_min":2,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Agile","optional":false},{"name":"Google Workspace","optional":false},{"name":"HIPAA","optional":false},{"name":"Microsoft Office","optional":false}],"status":"closed","first_seen_at":"2026-10-15T19:28:43Z","employer_posted_date":"2026-10-15","last_verified_at":"2026-10-21T09:43:22Z","board_verified":false,"closed_at":"2026-10-21T09:43:22Z","days_open":5,"trust":{"level":"not_scored","repost_count":null,"flags":[],"days_open":5},"description":"Job TitleClinical Program Coordinator DepartmentClinical FLSA StatusNon-ExemptReports toChief Care OfficerClassificationFull-Time Revision dateAugust 2026ScheduleMonday - Friday Hours9AM-5:30PMPay$24-$28/hourBenefits EligibilityYes\n*Maple Counseling Center requires in-person and partial days in office as assigned by the supervisor.\nAbout Us\nMaple 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!\nPosition Summary\nThe 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. \nEssential Tasks \nThese are core functions of the job. Additional duties may be assigned as needed.Clinical Administrative\nManage Clinical Department Annual Calendar\nIn collaboration with CCO, prepare timelines, deadlines and lists of needed tasks/materials for upcoming events throughout the year.\nEnsure all participants in upcoming events (i.e. recruitment, orientation, annual evaluations, etc.) are informed in advance with sufficient time for preparation.\nTrack Clinical Budget / ExpensesMonitor department spending by budget category and maintain current tracker for at-a-glance monitoring of year-to-date spending.\nAccount for upcoming known costs per budget category.\nPrepare check request and credit card reconciliation forms; gather invoices, receipts, W9.\n Client Assignment and Capacity MonitoringMonitor trainee availability, caseloads, and capacity and prepare weekly report for Welcome Center.\nAssist with assigning clients to trainees and track cases until the first session.\nMonitor client attendance, cancellations, and follow-up with trainees/supervisors as needed\nHelp manage client transfers, reassignments, and waitlists.\nMaintain and update transfer List for both Adult and CAF (Child, Adolescent and Family Programs).\nProcess all transfers for Adult and CAF (Child, Adolescent and Family Programs).\nAssign new CAF (Child, Adolescent and Family Programs) cases to trainees.\nAdult Therapy TrainingsTrack attendance for the Adult Therapy Trainings.\nSend Adult Therapy Training Evaluations to trainees.\nEmail Out Adult Therapy Training information to Trainees and Speakers.\n Trend Reporting and Operational ImprovementsGenerate reports for clinical leadership, including client trends, trainee activity, and supervisor usage.\nAnalyze client and trainee data for errors, patterns, and operational improvements.\nTrack room usage, trainee scheduling, cancellations, and reschedules; report findings to leadership.\nCollaborate with Director of Operations, Clinical Administrative Specialist and Director of Child, Adolescent and Family Programs on InSync (EHR) system troubleshooting and error resolution.\nAppreciation EventsSchedule, plan and coordinate annual appreciation events for trainees, volunteer supervisors, clinical supervisors.\nInvitations/RSVP, location finding, menu planning.\nAlumni event support as needed.\nAnnual and Semi-Annual Evaluations\nReview, prepare and distribute annual and semi-annual evaluation surveys to clients, trainees, and volunteer supervisors.\nPrepare and format evaluation data for report to board, leadership and staff.\nClinical Training ProgramTrainee Recruitment\nIn collaboration with CCO, plan all deadlines for recruitment cycle.\nPrepare applications in Jazz HR.\nPrepare recruitment flyers for distribution to graduate schools and updates for Maple website.\nOversee 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.\nTrack applicant progress; assist Director of Quality Assurance and Training Partnerships on follow up with school requirements and applicant inquiries.\nSupport clinical supervisors throughout application, interview, and offer process.\nMonitor interview and ratings completion; follow up with supervisors as needed.\nRun reports on scoring, evaluations.\nTrack offer and acceptance statuses.\n Trainee OnboardingAssist Director of Quality Assurance and Training Partnerships and CCO with orientation scheduling: coordinate presenters, Zoom setup, and trainee communications.\nFacilitate completion of graduate school forms and supervision agreements with Director of Quality Assurance and Training Partnerships.\nEnsure new Provider profiles are complete in InSync (EHR).\nFacilitate use of Tevera for clinical and volunteer supervisors.\nEnsure 4-way agreements are processed, signed and filed.\nSupport Director of Quality Assurance and Training Partnerships with the assignment of a volunteer supervisor to each trainee.\nMaintain, update and make available trainee cohort data: school, supervisor, volunteer supervisor, license type, specialty training, cohort dates, and departure dates.\nSupport cohort transitions, including notifying supervisors, Welcome Center, and preparing capacity updates for specific therapy types.\nSend out communications to trainees as needed.\nTrainee SupportProvide trainees with empathic listening, availability and willingness to problem solve.\nDirect trainees to appropriate resources and/or staff who can assist them in resolving issues and concerns.\nCoordinate informal trainee quarterly gatherings.\nProvide trainees with clear communications and updates as needed.\nTrainee ComplianceTrack trainee compliance in InSync: note submission, attendance, caseloads, intakes completed, and chart completion.\nMonitor required attendance for supervision and trainings; report patterns to supervisors and leadership.\nPrepare trainee letters or notifications regarding compliance concerns for review by supervisors.\n 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.\nAssist the Maple Alumni Association and its President with programmatic, communication and meeting support.\nFunction as a high-level assistant to the CCO and clinical leadership: track tasks, follow up on flagged emails, compile weekly priorities.\n 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.\nMaintain office and therapy room supplies; ensure rooms are tidy and client-ready.\nSupport requests for clinical records and subpoenas while ensuring HIPAA compliance.\nPrepare Forms, Doodle Polls, and other tracking tools; compile and present results.\nProvide front desk coverage as needed: answer calls, direct visitors, and ensure a professional reception environment.\nAssist with scheduling, calendars, meeting coordination, and clerical tasks (filing, copying, scanning, correspondence).\nSupport clinical department events, luncheons, and staff meetings as requested.\nProvide ad hoc project support as requested by leadership.\nDesired Knowledge\nFamiliarity with mental health clinic operations, client case tracking, and trainee supervision workflows.\nExperience with EHR systems including data entry, reporting, and troubleshooting.\nKnowledge of HIPAA regulations and confidentiality standards.\nStrong organizational, multitasking, and project management skills.\nExcellent oral and written communication skills.\nAbility to interact professionally with diverse populations, including clients, trainees, and supervisors.\nAttention to detail, reliability, and proactive problem-solving approach.\nCustomer-service oriented and comfortable providing front desk support.\nCapabilities & Values \nHigh achievement orientation; goal-oriented with a strong ownership mentality; willingness to roll up your sleeves and do whatever it takes to achieve goals. \nAgile & strategic thinker who is able to see the big picture as well as map out the details to achieve goals.\nExceptional 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.\nMulti-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.\nCreates a fun and exciting environment that inspires learning and innovation while embracing evaluation that leads to excellence and impact.\nPassion for social impact and driving positive change.\nJob Requirements\nBachelor’s degree or equivalent experience in administration, human services, mental health, nonprofit, or related field.\n2+ years of experience in administrative support or coordinator role, preferably in a clinical or nonprofit environment.\nStrong organizational, multitasking, and data tracking/reporting skills.\nExcellent communication and interpersonal skills with ability to work collaboratively with staff, trainees, and supervisors.\nProficiency with EHR systems, Microsoft Office Suite, and Google Workspace.\nKnowledge of HIPAA and client confidentiality practices.\nProfessional, flexible, proactive, detail-oriented, and customer-service focused.\nPhysical Requirements\nCandidate must be able to lift up to 30 pounds.\nAbility to move within the office environment and ability to climb stairs.\nAbility to write by hand and use a keyboard to perform general office functions.\nAbility to communicate continuously by speech and hearing.\nVisual 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.\nAbility to sit for extended periods of time.\nReasonable accommodations are available to individuals with disabilities to perform the essential 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