Clinic and Clinical Program Manager

University of San Francisco

3d•Onsite

About The Position

The Clinic & Clinical Program Manager provides operational and programmatic leadership for the University of San Francisco Center for Community Counseling and Wellness (CCCW) and the MFT/PCC clinical training program. Working with clinic and clinical training leadership, the Manager plans, administers, evaluates, and improves clinic operations and clinical training systems, including client access and referral processes, clinic systems and workflow, trainee and associate operations, community partnerships, clinical placement agreements, compliance processes, program data, and operational planning. The Manager exercises discretion and independent judgment in evaluating significant operational and programmatic issues, establishing priorities, developing and implementing procedures, recommending improvements, and resolving complex administrative and partnership matters. The Manager serves as a key advisor and operational resource to leadership and represents CCCW and the MFT/PCC clinical training program with students, faculty, University administrators, community organizations, clinical placement sites, clients, and other stakeholders, determining when matters require consultation with or escalation to appropriate University leadership or offices.

Requirements

Bachelor's degree in psychology, social work, public health, human services, business administration, higher education administration, or a related field.
Minimum of three years of progressively responsible experience in program administration, clinical or healthcare operations, higher education administration, community mental health, nonprofit management, or a related setting.
Demonstrated experience exercising independent judgment in managing programs, operations, partnerships, or complex administrative functions.
Experience developing, evaluating, interpreting, or implementing policies, procedures, workflows, or operating practices.
Demonstrated ability to analyze complex administrative or programmatic problems, evaluate alternative courses of action, and develop recommendations.
Experience managing databases, information systems, compliance processes, contracts or agreements, or other complex administrative systems.
Strong analytical, organizational, communication, interpersonal, and problem-solving skills.
Ability to independently manage multiple high-priority projects and make decisions within established areas of authority.
Ability to communicate effectively and professionally with senior administrators, faculty, clinicians, students, clients, community organizations, and external partners.
Demonstrated commitment to diversity, equity, inclusion, community engagement, and trauma-informed practice.

Nice To Haves

Experience in a university-based clinical training program, community mental health program, healthcare organization, nonprofit organization, or graduate professional training program.
Knowledge of clinical training, behavioral health, or graduate professional education.
Experience managing affiliation agreements, contracts, memoranda of understanding, compliance documentation, or community partnerships.
Experience with electronic health records, client management systems, CRM systems, or clinical placement management systems.
Experience with program evaluation, data analysis, accreditation reporting, or continuous quality improvement.
Experience developing and managing strategic community partnerships.

Responsibilities

Manage the day-to-day administrative and operational functions of CCCW and exercise independent judgment in establishing priorities, resolving operational problems, and ensuring effective delivery of clinic services.
Evaluate clinic workflows, administrative systems, client-access procedures, and operational practices and develop and implement recommendations to improve efficiency, quality, accessibility, and client experience.
Oversee client management systems, operational databases, clinic records systems, scheduling infrastructure, office utilization, and other administrative systems necessary for effective clinic operations.
Establish administrative workflows and priorities for use of clinic offices, meeting spaces, technology, equipment, and other resources.
Evaluate operational and facility needs and make recommendations regarding allocation of clinic resources, technology, equipment, supplies, and services.
Serve as a primary operational resource for trainees, associates, supervisors, staff, and clinic leadership regarding clinic procedures and administrative practices.
Exercise judgment in resolving unusual or complex operational situations for which established procedures do not provide sufficient direction, consulting clinic leadership when matters involve clinical decision-making or significant institutional risk.
Manage and evaluate the clinic's client access, referral, intake, and case-assignment systems in collaboration with clinical leadership.
Analyze referral patterns, client demand, capacity, waitlists, service utilization, and community needs and recommend changes to clinic operations and outreach strategies.
Develop and maintain strategic relationships with community organizations, healthcare providers, schools, government agencies, nonprofit organizations, and other referral partners.
Represent CCCW in operational discussions with community partners and resolve partnership issues within the scope of the position's authority.
Evaluate potential community partnerships and make recommendations to clinic leadership regarding opportunities that advance the clinic's mission, accessibility, visibility, and sustainability.
Develop and implement outreach strategies designed to increase awareness of CCCW services and strengthen referral networks.
Plan and coordinate the operational components of professional development and training programs for trainees, associates, supervisors, and other clinic personnel.
Develop and implement onboarding systems, administrative expectations, operational protocols, and communication processes for trainees, associates, and supervisors.
Provide consultation and guidance to trainees, associates, and supervisors regarding clinic administrative policies, systems, and procedures.
Participate in developing and implementing clinic quality-improvement initiatives and evaluate their effectiveness.
Identify recurring operational or training issues and recommend systemic changes rather than relying solely on individual case resolution.
Develop and maintain systems to collect, monitor, analyze, and report clinic utilization, referral, demographic, operational, and outcome data.
Prepare reports, presentations, dashboards, and recommendations for clinic leadership and other University stakeholders.
Provide data and operational analysis to support strategic planning, program evaluation, accreditation, fundraising, grant development, donor engagement, and community partnerships.
Recommend improvements to data-collection systems and reporting practices to strengthen program evaluation and organizational decision-making.
Serve as an operational advisor to the Clinic Co-Directors and provide recommendations regarding clinic administration, program development, community partnerships, systems, and resource needs.
Participate in short- and long-term planning for CCCW and help leadership translate strategic priorities into operational plans and practices.
Independently investigate and resolve significant administrative and operational matters on behalf of clinic leadership within the scope of delegated authority.
Coordinate implementation of management decisions and monitor progress toward operational and programmatic objectives.
Manage the administrative and operational components of the MFT/PCC clinical traineeship agreement process across the main campus and regional programs.
Independently conduct initial review and assessment of proposed clinical placement sites to determine whether they appear to satisfy established University, program, regulatory, and clinical training requirements and identify matters requiring additional review.
Interpret and implement University and program requirements governing clinical placement agreements and develop administrative practices to ensure consistent implementation across campuses and programs.
Monitor the clinical placement network for agreement expirations, compliance concerns, operational risks, capacity issues, and emerging program needs and proactively develop corrective-action recommendations.
Develop and maintain standardized procedures, timelines, communications, and documentation requirements governing the traineeship agreement process.
Manage the centralized clinical placement information system and establish standards for maintaining accurate, timely, and reliable information regarding approved placement sites.
Develop systems for monitoring agreement status, expiration dates, renewal requirements, program eligibility, placement capacity, compliance documentation, and partner information.
Exercise independent judgment in identifying discrepancies, compliance concerns, incomplete documentation, and other matters requiring intervention or escalation.
Prepare analyses and recommendations to assist clinical training leadership with short- and long-term placement planning.
Develop reports and data summaries for program evaluation, accreditation, strategic planning, University administration, and other institutional purposes.
Recommend and implement improvements to databases, information systems, workflows, documentation practices, and reporting processes.
Serve as a subject-matter resource to faculty, staff, students, and University administrators regarding the administrative requirements and processes governing clinical training placements.
Participate in program evaluation and continuous improvement efforts by identifying systemic issues and recommending changes to policies, procedures, partnerships, and administrative practices.