Note: The job is a remote job and is open to candidates in USA. Palo Alto University is a private, non-profit university focused on psychology, counseling, and inclusive excellence. The Program Manager leads daily operations for the MA in Clinical Mental Health Counseling program, coordinating academic administration, student services, communications, events, clinical training support, accreditation activities, and continuous improvement initiatives.
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 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
- 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
- Other Duties as Assigned
Skills
- Bachelor's degree required
- 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
- 2 years minimum experience in a similar role preferred
Benefits
- Remote or Local
- Full-time employment
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