Office Admin

3 weeks ago

Calgary, Canada Choice Point Psychological Services Full time

Choice Point is looking for an organized and self-motivated office administrator responsible for providing administrative support to our Psychologists. The office administrator role will include working closely with the leadership team by handling clerical duties, coordinating calendars, and organizing meetings.

To be successful in this position, you should be detailed oriented, professional, and have excellent written and verbal communication skills. Prior office administration training or education is considered an asset.

**Responsibilities**:

- Welcoming visitors and directing them to the relevant office personnel.
- Meeting clients at the main door or in the main lobby to escort them to the office unit for evening/weekend sessions.
- Communicate with the office manager on any follow-up administrative or client tasks that may arise from time to time.
- Coordinating and managing appointments, meetings, and the conference room schedule to prevent duplicate bookings.
- Performing bookkeeping tasks such as invoicing, monitoring accounts receivable, and budget tracking.
- Informing management to purchase office supplies, equipment, and furniture.
- Requesting and overseeing any routine maintenance of office facilities and equipment.
- Performing other relevant duties when needed, such as offering clients coffee or tea.

**Requirements**:

- Meeting clients at the main door or in the main lobby to escort them to the office unit for evening/weekend sessions.
- High school diploma or a bachelor’s degree in business, administration, or a related field.
- 2 or more years of office administration experience.
- Comfortable handling confidential information.
- Multi-tasking and time-management skills, with the ability to prioritize tasks.
- Familiarize yourself with the College of Alberta Psychologists Standards of Practice and the Canadian Code of Ethics for Psychologists. Prior knowledge is considered an asset.

Daily routines and tasks
- Turn on the coffee maker, ensure the hopper is stocked with coffee beans, the water reservoir is complete, and the fridge has milk or alternatives. Ensure enough glassware is available for clients and inspect that it is clean and not improperly washed.
- Wipe waiting room surfaces with disinfectant wipes, and sweep the waiting room if it is needed
- Fill the diffuser with water and add ascent to create a warm, inviting environment.
- Water any plants in the waiting room and in the individual offices
- Empty the dishwasher in the kitchen and ensure the cleanliness of the kitchen area
- Inspect all psychologist offices to ensure appropriate supplies are stocked, including kleenex, pens, paper, etc.
- Check each psychologist's schedule, and adjust client rates accordingly
- Determine which clients will be paying for sessions out of pocket or whether insurance will be paying for sessions either by direct billing or by invoicing the insurance companies
- Process client payments through Owl software, Direct billing via insurance, etc.
- Cold calls to Dr offices or community partners as determined by leadership
- Studying each psychologist's specialty and being able to market to potential clients
- Take the initiative in looking into potential opportunities to network. Run options past management and complete routine cold calls to assist in marketing services if approved.

**Job Type**: Part-time

Pay: $22.00-$25.00 per hour

Flexible language requirement:

- French not required

Schedule:

- 8 hour shift
- Monday to Friday
- Weekends as needed

Ability to commute/relocate:

- Calgary, AB: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

**Experience**:

- Front desk: 1 year (preferred)
- Administrative experience: 1 year (preferred)

Work Location: In person

Expected start date: 2024-12-02

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