Program Manager, Clinical Mental Health

Palo Alto University • Palo Alto, CA

20d • Remote

About The Position

Palo Alto University (PAU) is seeking a Program Manager for the MA in Clinical Mental Health Counseling program. This full-time position is responsible for leading the day-to-day operations and serving as the primary operational partner to the Associate Department Chair. The role involves 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 will manage complex academic and operational processes, lead cross-functional projects, and collaborate 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, along with the ability to exercise independent judgment, manage competing priorities, identify opportunities for process improvement, and cultivate collaborative relationships across stakeholders. PAU is a private, non-profit university located in Silicon Valley, dedicated to social justice and addressing pressing issues in psychology and counseling. The university values diversity and offers undergraduate and graduate programs with online, hybrid, and residential options.

Requirements

• 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
• Demonstrated commitment to promoting diversity, equity, inclusion, and belonging.

Responsibilities

• 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.
• 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.
• 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.
• 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.
• Manage student workers & graduate assistantships as needed.
• Direct faculty questions to appropriate finance and human resources officials.
• Provide faculty and student support when necessary.
• Identify opportunities to improve procedural efficiencies.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level