Clinic Manager II

Palo Alto University (PAU), a private, non-profit university, founded in 1975 and located in the heart of Northern California’s Silicon Valley, is a community grounded in values of social justice, dedicated to addressing pressing and emerging issues in the fields of psychology and counseling that meet the needs of today’s diverse society. The students at PAU reflect the diversity of the region, are engaged in their education, and committed to improving the lives of others. The University sees diversity in its staff and faculty as very important to serving its diverse student body (or synonymous with inclusive excellence).  PAU offers undergraduate and graduate programs with online, hybrid and residential options. PAU has an engaged faculty who make significant contributions to their fields and prepare future leaders who make a difference in the lives of individuals and communities.  When you put all of this together, PAU creates a legacy of confident, competent, and compassionate professionals who are at the forefront of psychology and counseling and who move ahead in life by moving lives ahead. 

POSITION: SENIOR CLINIC MANAGER (CM2)

Department: Gronowski Center Supervisor: Norma Ledger Reports to: Dr. Michael Richards

Job Summary

The Senior Clinic Managers or CM2s (also known as Clinic Student Assistant 2 (SA2s)), are ultimately responsible for the day-to-day management of the clinic acting as shift supervisors, making executive decisions on protocol and communicating them throughout the management team. They are also collectively responsible for ensuring proper communication between Clinic Managers or CM1s (also known as Clinic Student Assistant 1s), supervisors, student therapists, the Director and Assistant Clinical Director, Specialty Clinic Directors of the Clinics @ PAU located in Mountain View (i.e., Community Clinic, SGIC, and Clinica Latina) and all non-clinic entities.

Job Description/Basic Duties

• The CM2 team is responsible for ensuring that the clinic office serves clients, complies with HIPAA standards, manages clinical and legal risks, and maintains a positive working and training environment while operating as an outpatient clinic.
  1. Ultimately, these are the responsibilities of the Directors. However, as shift managers, CM2s evaluate clinic standards and report to the Directors if there is a conflict or departure from protocol remediating the situation when required.
  2. To ensure proper communication, direction, and support, the CSA2 team will meet weekly or biweekly with the Director and Assistant Clinical Director to facilitate discussion of management issues as well as special SA2 projects.
• CM2s will act as shift managers and also be available for fill in for the shifts of in-person front desk shift work per week.  CM2s will complete one in-person shift per quarter to stay current with front desk staff procedures.
  1. As shift managers, CM2s will have final say, and therefore ultimate responsibility for situations that come up while on shift.  
  2. CM2s are responsible for being at the clinic in-person one day a week such that there is consistently a CM2 present for at least part of the day in person Monday-Thursday and a CM2 who is available to be present on Fridays, if needed.  
  3. When CM2s are not at the clinic, they are responsible for providing their contact information to CM1s and making sure at least one CM2 is consistently available during times the clinic is open, as well as making sure that any CM1s on shift knows how to best reach them if a CM2 is not at the clinic.
• CM2s will act as team captains.
  1. As team captains, CM2s are expected to understand every task or duty held by every CM1 on their team.   
  2. CM2s will be responsible for completion and oversight of all regular clinic tasks either and, depending on the task, may assign the task with CM1s and review for satisfactory completion or assist as needed directly.
  3. The team’s CM2s will make a point to train, empower, encourage, and evaluate their team members.  Any difficulties that arise within the team be they related to personnel, clinical, or professional issues, will be addressed by the team’s CM2s, with consultation of the CM2s team, and directors if necessary.  It is imperative that the CM2 cultivate supportive relationships with each team member they supervise and encourage communication within the team as the CM2s is ultimately responsible for the efficiency and performance of their team.
• Given the responsibility that CM2s carry as team captains and shift managers, the CM2s will not carry individual specialty tasks as the CM1s do; instead, they will be responsible for working on the following large projects:
  1. Hiring new Clinic Managers (CM1s)
  2. Coordinating Audits
  3. Managing the Termination Team
  4. Organizing technical projects with the Center Operations Manager
  5. Assisting Office Manager with finances and billing operations
  6. Organizing New Therapist Orientation
  7. Editing all Clinic Manuals (e.g., those used by therapists, supervisors and/or other staff)
  8. Acting as official secretaries at all Clinic related meetings (Staff, Management, Supervisor, etc.)
  9. Evaluating and improving ineffective clinic policies and procedures
  10. Other special projects as needed

Essential Qualifications

• Must be enrolled in either a PhD or PsyD program at Palo Alto University
• Must be a current CM1 with at least 3 academic quarters of CM experience
• We are asking for at least a 4-quarter commitment for this position

Position Hours: Expected minimum 12 hours/week, up to 20 hours/week

Application Procedures:

PAU is committed to providing an educational environment that supports a diverse, equitable and inclusive population.  In your cover letter, please include information on how your background and experience has prepared you to be in an environment that holds equity and inclusion core to its mission and values. 

EEOC Policy: 

The University is an equal opportunity employer and is firmly committed to non-discrimination in its hiring and other employment practices and in the application of its personnel policies. In compliance with all applicable federal and state laws, except where a bona fide occupational qualification exists, employment decisions will be made irrespective of the staff member's race, color, religion, religious creed, ancestry, national origin, age (except for minors), sex, marital status, citizenship status, military service status, sexual orientation, medical condition (cancer-related or genetic condition), disability and/or any another status protected by law. When necessary, the University will reasonably accommodate individuals with disabilities, if the individual is otherwise qualified to safely perform all essential functions of the position and if it will be done without undue hardship to the University.