Project Coordinator, Clinical Support Systems

POSITION SUMMARY

Based on the successful SMI Adviser model, APA's Clinical Support Systems (CSS) is a business initiative to create a centralized educational platform for all mental health clinicians. This platform will provide accredited education, vetted resources, clinical tools, and expert consultation services to improve evidence-based care for specific patient populations. By expanding this proven model to other mental health disorders, CSS aims to solidify APA's leadership, increase access to quality care, and generate increasing profits as it scales. The flagship program within CSS is SMI CalAdviser, a 3-year contract with the state of California to provide the educational platform to 12,000 clinicians in the state mental health system.

The Program Coordinator provides administrative support across all programs within the initiative, including but not limited to: tracking the development of trainings and resources, supporting continuing education accreditation of training activities, responding to program inquiries and customer service tickets, and updating project websites as directed. The Program Coordinator works closely with the initiative’s Program Managers to ensure daily operations are implemented according to project milestones. The Program Coordinator also provides support to the internal team as needed, including scheduling meetings, taking minutes and synthesizing notes, and organizing and tracking program documents. This position is funded annually for the contract period of SMI CalAdviser through July 2027.

DUTIES & RESPONSIBILITIES

• Logistics and Scheduling
  • Schedule conference calls with project stakeholders; coordinate quarterly Advisory Board calls; track stakeholder participation across calls; ensure no conflicts in team calendar.
  • As directed, take minutes during meetings and synthesize high quality summaries to be shared with internal and external stakeholders.
  • Coordinate logistics for in-person meetings, including reserving meeting space, coordinating room set-up, and/or collating meeting materials.
  • As needed, work with APA Meetings and Facilities Management divisions to coordinate logistics for offsite events.
• Webinars and Trainings
  • Under the Associate Director’s supervision, track components and provide administrative support for migrating existing live training curriculums from the funder’s platform to APA’s learning management system (LMS).
  • Under the Associate Director’s supervision, work with the funder’s continuing medical education team to maintain live training curriculums that have been migrated to APA’s LMS.
  • Prepare and process faculty agreement paperwork for subject matter experts contributing educational content/expertise and process payments.
  • Send introductory package to webinar faculty; ensure paperwork is collected and support Program Managers to enforce development timeline.
  • Coordinate with other APA teams to build trainings and host events on Zoom.
  • Provide technical coordination for educational activities. This includes preparing moderator scripts, ensuring faculty readiness with presentation technology, and minimally editing training recordings to make accessible as on-demand activities.
  • Attend all educational activities to provide technical support.
  • Perform high-level review of education PowerPoint presentations to ensure alignment with activity tags; review and edit the presentation for spelling, grammar, and formatting.
  • Prepare participant/attendance reports in compliance with accreditation provider requirements.
  • Monitor discussion boards for sensitive content and escalate issues as needed.

• Accreditation and Compliance
  • Work with Program Director to determine continuing education credit types for trainings and obtain approval from planners of respective accreditations.
  • Submit draft continuing education application and work with appropriate stakeholders to move application through approval process.
  • Ensure that content aligns throughout training registration page, slides, and continuing education application.
  • Work with the Accreditations and Compliance team to implement SOP for renewing accreditation for trainings, under supervision of the Associate Director.
• Marketing
  • Monitor program schedules and initiate requests to the Marketing expert for promotional materials when appropriate.
  • Proofread promotional materials including print, web, and social media; shepherd promotional materials through review by appropriate parties to comply with CME/CE standards.
• Resources and Web Content Management
  • Work with Program Managers to track resource development and shepherd through review by subject matter experts and stakeholders.
  • Compile large, detailed lists and spreadsheets of information needed by internal and external stakeholders to facilitate program implementation.
  • Update website banner and calendar with upcoming trainings, resources, and events
  • Update website content as directed by Associate Director and Program Managers
  • Participate in review and testing of website features and tools
  • Create and manage web-based surveys and forms
  • Respond to program inquiries and customer service requests
  • Provide administrative support for any online communities developed as part of the initiative’s web suite
• Business Development and Growth
  • Compile and organize data, contact information, and background materials on prospective clients to support business development efforts.
  • Provide administrative and logistical support for the preparation of grant applications and business proposals including collating past performance data, organizing submission materials, and coordinating timelines.
  • Maintain a repository of "boilerplate" content, award information, and user testimonials from previous and current programs for efficient reuse in future proposals.
  • Assist in scheduling and preparing materials for introductory meetings with potential new clients and partners.
  • Help track engagement and follow-up activities with potential clients.
  • Organize and maintain a central library of vetted resources, training materials, and tools that can be easily adapted or white-labeled for new CSS contracts and subscriber groups.
  • Support the process of cataloging and tagging existing intellectual property for potential reuse.
• Other duties as assigned

COMPENTECIES

The Project Coordinator’s performance on these duties and responsibilities will be measured using the following competencies:

SCOPE & IMPACT

• The scope of this position encompasses essential administrative and project support functions that are critical to the daily operations and long-term growth of the Clinical Support Systems initiative.
• Perform administrative or operational processes that support a program or department.
• Contributes suggestions for improvements in procedures regarding direct responsibilities.
• Requires the ability to understand oral and written instructions pertaining to office tasks and to operate necessary basic equipment.
• Present a positive image of the department and APA to others.
• Success is frequently measured by completing individual tasks and demonstrating well-defined individual work environment behaviors.

COMPLEXITY, PROBLEM SOLVING & DECISION-MAKING

• The Program Coordinator completes routine tasks while adhering to well-defined rules and standards, such as those for accreditation, content management, and event logistics.
• Work output is often a predictable product that is used by others to perform larger portions of the end result.
• Identifies routine and predictable problems, such as scheduling conflicts or technical issues with web platforms, and recommends solutions to management.

RELATIONSHIP MANAGEMENT & AUTHORITY

• This position requires strong communication and relationship-building skills to effectively collaborate with key APA employees and external experts.
• Relationships primarily follow established protocol.
• Relationships include significant interactions with members, customers, other employees, and vendors via phone calls, emails, and other modes of communication.
• Uses tact and discretion to obtain cooperation and understanding on routine matters.

ORGANIZATIONAL KNOWLEDGE

• An understanding of key mental health terminology and organizations will be beneficial in this role.
• Demonstrates a limited understanding of the work or project team's relationships and responsibilities within the department.
• Demonstrates a limited knowledge of policies, procedures, and terminology of the related department/field.

REQUIRED SKILLS, EXPERIENCE, AND QUALIFICATIONS

• High School Diploma required, 0-2 years of experience. Bachelor's degree preferred.
• Must be extremely detail-oriented with the ability to proofread for accuracy, grammar, and spelling.
• Excellent ability to organize, coordinate, and set priorities for multiple simultaneous activities.
• Strong written communication and excellent interpersonal skills.
• Ability to handle unexpected challenges and work collaboratively to find creative solutions.
• Ability to adjust to changes in projects, teams, or company goals.
• Demonstrates a high degree of professionalism and discretion when handling sensitive or confidential information and interacting with internal and external stakeholders.
• Proven ability to manage time effectively, proactively adhere to project timelines, and consistently meet strict deadlines.
• General web skills and proven ability to schedule, host, and facilitate effective meetings using online video conferencing software like Zoom.
• Ability to identify routine problems, recommend solutions, and troubleshoot technical issues using web platforms.
• Ability to quickly understand and synthesize material to produce high-quality summaries and meeting minutes.
• Must be able to work independently with minimal supervision on regularly assigned tasks.
• Proficiency in the Microsoft Office Suite and familiarity with SharePoint.
• General web skills and experience with online video conferencing software like Zoom.
• Preferred: Experience with project management software; experience with web content management systems (CMS) such as WordPress; experience with learning management systems.

EOE, including disability/vets