Office Manager

We are seeking an Office Manager for our growing team of clinicians, researchers, and administrative staff.

As a member of our team, and reporting to the Director of Operations, you would be responsible for:

- Reviewing, evaluating, and implementing administrative procedures.
- Overseeing the scheduling of clients to optimize the time and schedules of the psychological professional team (e.g., by minimizing gaps between appointments).
- Guiding the reception desk by scheduling employees, verifying timesheets, coordinating coverage for vacation time, reviewing timeliness for report and correspondence completion, and submitting weekly and monthly reporting to managers.
- Maintaining the administrative office (e.g., supplies, equipment, and assisting with other support-related tasks as required).
- Coordinating and planning for office services such as accommodation, equipment, supplies, forms, disposal of assets, parking, building maintenance, and security services.
- Managing accounts payable and accounts receivable.
- Completing weekly cash reconciliation and remedying any recording errors.
- Working closely with external accountants to prepare financial reports, budgets, and balance sheets.
- Taking minutes and writing meeting summaries.
- Delegating work to office support staff.
- Establishing work priorities and ensuring procedures are followed and deadlines are met.
- Collecting and verifying employee payroll information.
- Maintaining employee records including benefit administration.
- Reviewing, updating, and preparing employee contracts and business agreements.
- Assisting with project and contract management.
- Liaising with external agencies and funders on business grants, placements, and residencies.
- Ensuring physical and digital files are properly collected and organized.
- Administering policies and procedures related to the release and storage of records.
- Assisting in the preparation of operating budgets.
- Training staff and performing reception duties as required.
- Entering clinical, research, and financial data.

**Qualifications**:

- A suitable college diploma or university degree is preferred.
- Three or more years’ office management experience in the health or human services is preferred.
- Experience with practice management software is an asset.
- Basic knowledge of health terminology, processes, and ethical guidelines
- Experience maintaining a high level of client privacy.
- Experience managing budgets and other financial transactions.
- Proficiency with all Microsoft Office programs (Word, Excel, Power Point) and Apple products.
- Strong communication and interpersonal problem-solving skills.
- Proficiency in writing professional correspondence, developing presentations, and drafting reports.

**Schedule**:

- Monday to Friday
- 9:00am to 5:00pm
- 37.5 hours per week (1, 30-minute lunch and 2, 15 minute breaks)

**About us**:
Beginning as a one-person practice, our team has grown to a dedicated and well-rounded group of clinicians, researchers, and administrative staff. As a collaborative practice, we have multiple autonomous clinicians who take pride in working together as a team in order to best serve our community. Further, our team maintains an active research program with a particular focus on workplace mental health. As such, we understand that employee wellbeing is a key to health. We strive to maintain a healthy workplace in which our employees have the ability to thrive and advance in their careers, while sustaining their physical and mental health.

Collectively, we have over 60 publications, have led several large-scale studies, regularly present our research at national and international conferences, and have supervised over 30 graduate students. Many of us hold faculty positions including at NOSM University, Laurentian University, and Cambrian College.

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

**Salary**: $31.21-$34.72 per hour

Expected hours: 37.5 per week

**Benefits**:

- Dental care
- Extended health care
- On-site parking
- Paid time off
- Vision care

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

Work Location: Hybrid remote in Greater Sudbury, ON P3C 4T1