Clinic and Clinical Program Manager

Job Title

Clinic and Clinical Program Manager

Job Summary

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.

Full Job Description

Center for Community Counseling and Wellness

Clinic Operations and Program Administration

• 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.

Client Access, Referral Systems, and Community Partnerships

• 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.

Training, Workforce, and Program Development

• 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.

Data Analysis, Program Evaluation, and Resource Development

• 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.

Operational Leadership and Strategic Planning

• 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.

USF MFT/PCC Clinical Training Program

Clinical Placement Agreements and Partnership Administration

• 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.

Clinical Placement Systems, Compliance, and Program Analysis

• 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