About Us

Essential Tasks

Clinical Administrative

• In collaboration with CCO, prepare timelines, deadlines and lists of needed tasks/materials for upcoming events throughout the year.
• Ensure all participants in upcoming events (i.e. recruitment, orientation, annual evaluations, etc.) are informed in advance with sufficient time for preparation.

• Monitor department spending by budget category and maintain current tracker for at-a-glance monitoring of year-to-date spending.
• Account for upcoming known costs per budget category.
• Prepare check request and credit card reconciliation forms; gather invoices, receipts, W9.

• Monitor trainee availability, caseloads, and capacity and prepare weekly report for Welcome Center.
• Assist with assigning clients to trainees and track cases until the first session.
• Monitor client attendance, cancellations, and follow-up with trainees/supervisors as needed
• Help manage client transfers, reassignments, and waitlists.
• Maintain and update transfer List for both Adult and CAF (Child, Adolescent and Family Programs).
• Process all transfers for Adult and CAF (Child, Adolescent and Family Programs).
• Assign new CAF (Child, Adolescent and Family Programs) cases to trainees.

• Track attendance for the Adult Therapy Trainings.
• Send Adult Therapy Training Evaluations to trainees.
• Email Out Adult Therapy Training information to Trainees and Speakers.

• Generate reports for clinical leadership, including client trends, trainee activity, and supervisor usage.
• Analyze client and trainee data for errors, patterns, and operational improvements.
• Track room usage, trainee scheduling, cancellations, and reschedules; report findings to leadership.
• Collaborate with Director of Operations, Clinical Administrative Specialist and Director of Child, Adolescent and Family Programs on InSync (EHR) system troubleshooting and error resolution.

• Schedule, plan and coordinate annual appreciation events for trainees, volunteer supervisors, clinical supervisors.
• Invitations/RSVP, location finding, menu planning.
• Alumni event support as needed.

• Review, prepare and distribute annual and semi-annual evaluation surveys to clients, trainees, and volunteer supervisors.
• Prepare and format evaluation data for report to board, leadership and staff.
   

• In collaboration with CCO, plan all deadlines for recruitment cycle.
• Prepare applications in Jazz HR.
• Prepare recruitment flyers for distribution to graduate schools and updates for Maple website.
• Oversee 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.
• Track applicant progress; assist Director of Quality Assurance and Training Partnerships on follow up with school requirements and applicant inquiries.
• Support clinical supervisors throughout application, interview, and offer process.
• Monitor interview and ratings completion; follow up with supervisors as needed.
• Run reports on scoring, evaluations.
• Track offer and acceptance statuses.

• Assist Director of Quality Assurance and Training Partnerships and CCO with orientation scheduling: coordinate presenters, Zoom setup, and trainee communications.
• Facilitate completion of graduate school forms and supervision agreements with Director of Quality Assurance and Training Partnerships.
• Ensure new Provider profiles are complete in InSync (EHR).
• Facilitate use of Tevera for clinical and volunteer supervisors.
• Ensure 4-way agreements are processed, signed and filed.
• Support Director of Quality Assurance and Training Partnerships with the assignment of a volunteer supervisor to each trainee.
• Maintain, update and make available trainee cohort data: school, supervisor, volunteer supervisor, license type, specialty training, cohort dates, and departure dates.
• Support cohort transitions, including notifying supervisors, Welcome Center, and preparing capacity updates for specific therapy types.
• Send out communications to trainees as needed.

• Provide trainees with empathic listening, availability and willingness to problem solve.
• Direct trainees to appropriate resources and/or staff who can assist them in resolving issues and concerns.
• Coordinate informal trainee quarterly gatherings.
• Provide trainees with clear communications and updates as needed.

• Track trainee compliance in InSync: note submission, attendance, caseloads, intakes completed, and chart completion.
• Monitor required attendance for supervision and trainings; report patterns to supervisors and leadership.
• Prepare trainee letters or notifications regarding compliance concerns for review by supervisors.

• Assist 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.

• Assist the Maple Alumni Association and its President with programmatic, communication and meeting support.
• Function as a high-level assistant to the CCO and clinical leadership: track tasks, follow up on flagged emails, compile weekly priorities.

• Function 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.
• Maintain office and therapy room supplies; ensure rooms are tidy and client-ready.
• Support requests for clinical records and subpoenas while ensuring HIPAA compliance.
• Prepare Forms, Doodle Polls, and other tracking tools; compile and present results.
• Provide front desk coverage as needed: answer calls, direct visitors, and ensure a professional reception environment.
• Assist with scheduling, calendars, meeting coordination, and clerical tasks (filing, copying, scanning, correspondence).
• Support clinical department events, luncheons, and staff meetings as requested.
• Provide ad hoc project support as requested by leadership.

Desired Knowledge

• Familiarity with mental health clinic operations, client case tracking, and trainee supervision workflows.
• Experience with EHR systems including data entry, reporting, and troubleshooting.
• Knowledge of HIPAA regulations and confidentiality standards.
• Strong organizational, multitasking, and project management skills.
• Excellent oral and written communication skills.
• Ability to interact professionally with diverse populations, including clients, trainees, and supervisors.
• Attention to detail, reliability, and proactive problem-solving approach.
• Customer-service oriented and comfortable providing front desk support.

Capabilities & Values 

• High achievement orientation; goal-oriented with a strong ownership mentality; willingness to roll up your sleeves and do whatever it takes to achieve goals.
• Agile & strategic thinker who is able to see the big picture as well as map out the details to achieve goals.
• Exceptional 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.
• Multi-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.
• Creates a fun and exciting environment that inspires learning and innovation while embracing evaluation that leads to excellence and impact.
• Passion for social impact and driving positive change.
   

Job Requirements

• Bachelor’s degree or equivalent experience in administration, human services, mental health, nonprofit, or related field.
• 2+ years of experience in administrative support or coordinator role, preferably in a clinical or nonprofit environment.
• Strong organizational, multitasking, and data tracking/reporting skills.
• Excellent communication and interpersonal skills with ability to work collaboratively with staff, trainees, and supervisors.
• Proficiency with EHR systems, Microsoft Office Suite, and Google Workspace.
• Knowledge of HIPAA and client confidentiality practices.
• Professional, flexible, proactive, detail-oriented, and customer-service focused.

Physical Requirements

• Candidate must be able to lift up to 30 pounds.
• Ability to move within the office environment and ability to climb stairs.
• Ability to write by hand and use a keyboard to perform general office functions.
• Ability to communicate continuously by speech and hearing.
• Visual 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.
• Ability to sit for extended periods of time.