Office Administrator

**About the Clinic**:
Innerlogue Psychology & Therapy is a family-centered psychology clinic located in the heart of Kensington, Calgary, specializing in mental health support for children, adolescents, and their families. Our diverse team offers services in multiple languages, including Mandarin, Cantonese, and Ukrainian, to better serve the needs of our multicultural community. We are currently seeking a compassionate and organized Office Administrator to join our team and help support our mission of providing accessible, high-quality mental health care.

**Role Overview**:
**What You’ll Do**:
**Administrative Operations**:

- Oversee day-to-day clinic operations with the team, clients, referrals and service providers.
- Be available to attend weekly staff meetings and provide administrative support.
- Support to team members by managing common resources, including Google Workspace and Jane, ordering office supplies and clinic materials.
- Troubleshoot technical issues with the website and client management software (Jane)
- Regularly review data from existing forms and questionnaires required for service operations.
- Maintain and update policies, procedures, and operational manuals.
- Maintain accurate and confidential client records in compliance with PHIPA and PIPEDA

**Workflow Management**:

- Plan, execute, optimize, and manage various clinic workflows.
- Collaborate with clinical staff to refine workflow, determine gaps and improve processes, deliverables, and scope.
- Work with external partners on community focused projects, student education and communicate effectively with stakeholders with regards to progress, feasibility and effectiveness.

**Financial & Billing Support**:

- Manage billing processes including invoicing, payments, issue receipts, and manage billing inquiries from clients.
- Responsible for basic accounting, reconciling transactions, maintaining financial records within Janeapp.
- Generate and review financial reports from Janeapp on a scheduled basis and consolidate for management reporting.

**Service Provider Coordination**:

- Support onboarding of new clinicians and intern/volunteer staff.
- Assign responsibilities to contracted service providers, scheduling meetings, providing clear instructions and following up on deliverables to ensure alignment with clinic objectives
- Manage new inquiries and referrals, connecting clinicians with potential clients and assist in managing insurer providers for clients.
- Monitor vendor contract status and schedule associate agreement renewals

**Client Services**:

- Manage client inquiries, intake process and account updates.
- Review client accounts for group therapy renewals, invoicing and payment collection

**Business Development**:

- Maintain and develop relationships with existing and new referral sources
- Design and promote marketing materials

**What You’ll Need**:

- Bachelor’s degree in Business Administration, Marketing, Psychology or related field preferred.
- Experience in office management, client relations, and business development
- Strong organizational, problem solving and time-management skills.
- Excellent interpersonal, written and verbal communication skills.
- Proficiency in Jane Practice Management software, Google Workspace, QuickBooks and Microsoft Office Suite preferred.
- Demonstrated discretion and sensitivity when dealing with confidential information
- Ability to work independently and collaboratively in a small team setting
- Experience in office administration or management, familiarity with healthcare or mental health setting would be an asset.
- Understanding of privacy laws and regulations (e.g., PHIPA, PIPEDA) is an asset.

**Working Conditions**:
As an integral part of a collaborative team, this position expects responsiveness when required but otherwise offers autonomy with hybrid work and flexible hours. Some weekday availability during standard business hours is essential.

**To Apply**:
Pay: $20.00-$26.00 per hour

Expected hours: 35 per week

**Benefits**:

- Extended health care
- Flexible schedule
- Work from home

Flexible language requirement:

- French not required

Schedule:

- Day shift
- Monday to Friday
- No weekends

**Language**:

- English (preferred)

Work Location: Hybrid remote in Calgary, AB T2N 2A1

Application deadline: 2025-05-31