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 Cal Adviser, 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 Cal Adviser through July 2027.

• 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 off‑site 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 escalated 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.
• Marketi…