Administrative Assistant

**IMPORTANT — PLEASE READ BEFORE APPLYING**

This is a **part-time only** position (20-30 hours/week) and **will not transition to full-time**.
- Applicants must have **consistent weekday availability between 8:00 a.m. - 5:00 p.m.** and the ability to **increase hours temporarily** when coverage is required.
- This role is **not suitable for students**or anyone working **another job that overlaps with our business hours.**Applicants who are currently enrolled in school, planning to return to school, or considering future studies will not be considered.
- We are seeking someone who wants **long-term, stable part-time administrative work**, not a temporary role or stepping stone.

**About the Role**

The Administrative Assistant/Clinic Coordinator plays a key role in supporting the smooth delivery of counselling and psychological services. As the first point of contact for clients, you help create a warm, organized, and professional experience while keeping our systems running efficiently.

This **position begins remote**, with the **potential to transition to in-office work**as our Burnaby office expands. Because our future offices may be located within approximately a **30-minute radius of our current location** (near Production Way-University SkyTrain station), **applicants must be able to commute comfortably** to this general area if required.

Hours are **20-30 per week**, depending on clinic needs.

**Key Responsibilities**

**Client Care & Front Desk Support**
- Conduct intake calls, schedule appointments, assist with payments and forms
- Match new clients with the appropriate therapist
- Maintain confidentiality and professionalism at all times

**Administrative Coordination**
- Manage scheduling and documentation using JaneApp
- Support therapists with billing, scheduling, and client follow-ups
- Track metrics, follow up on payments, and ensure files are accurate and secure

**Office & Systems Management**
- Maintain organized files and ensure accuracy in administrative processes
- Assist the team with workflow improvements and system updates
- Provide coverage and additional hours when required

**Who You Are**

We’re looking for someone who is:

- Detail-oriented, organized, and able to juggle competing priorities
- Tech-savvy (Google Workspace, Gmail, online systems)
- A strong written and verbal communicator
- Reliable, consistent, and able to offer flexible coverage when needed
- Comfortable working independently and collaboratively
- Seeking a long-term, stable, part-time administrative role
- **Not a student and not working another job that overlaps with our business hours (Monday-Friday, 8:00 a.m. - 5:00 p.m.)**:

- Familiarity with JaneApp or counselling/health care settings is an asset

**This Role Is**_**Not**_ **a Fit For You If**
- **You are looking for a full-time role now or in the future**:

- **You are a student or planning to return to school (students are not eligible for this role)**:

- **You work another job that overlaps with our business hours (8:00 a.m. - 5:00 p.m.)**:

- **You have limited weekday availability or cannot provide occasional extra hours**:

- You are seeking temporary work or a short-term stepping stone
- You are not comfortable following detailed instructions
- You live too far from Burnaby to commute comfortably if in-office work becomes required

**Education & Experience**
- Post-secondary education in administration, business, or a related field
- 3-5 years of administrative or reception experience (health care or counselling preferred)
- Experience with billing, scheduling, or insurance coordination is an asset
- Strong understanding of confidentiality and professionalism in a client-care setting

**What We Offer**
- Competitive compensation ($21/hour)
- Paid time off
- Supportive, inclusive work culture
- Opportunity to grow within the practice
- Remote work at the start with potential transition to in-office

**Application Process - ALL STEPS REQUIRED**

To be considered, applicants must:

- Submit a **cover letter and resume through Indeed**:

- Complete all Indeed screening questions
- **Include the words “Administrative Assistant (PT)” at the top of your cover letter**to confirm you have read this posting carefully. Applications missing this will not be considered.

**Please Note**:
**About Oceanside Psychology Group**

Located near the Production Way-University SkyTrain station in North Burnaby, **Oceanside Psychology Group**provides evidence-based counselling and psychological services to individuals, couples, teens, and families, both in-person and online across British Columbia.

We value clinical excellence, warmth, and integrity, and we’re committed to fostering a supportive, professional team culture.

**Please note**:We are unable to consider **past or present clients** for this position.

**Job Types**: Part-time, Permanent

Pay: From $21.00 per hour

Expected hours: 20 - 25 per week

**Benefits**:

- On-site gym
- On-site parking

Applicatio