Clinic and Administrative Coordinator

The Down Syndrome Resource Foundation (DSRF) was formed in 1995 and has an established history with a strong reputation for excellence. The DSRF offers a level of Down syndrome expertise unmatched in Canada. Our mission is to support people living with Down syndrome and their families with individualized and leading-edge educational programs, health services, information resources, and rich social connections so each person can flourish in their own right. The outcomes for individuals with Down syndrome can be maximized by providing opportunities for rich social connections with family and friends, participation in the community, optimal health care, as well as the opportunity to learn through instruction that is tailored to the profile of the learner. Our collaborative, interdisciplinary team offers speech and language therapy, occupational therapy, positive behaviour support, mental health services, comprehensive sexual education and one to one academic programs for students of all ages, as well as small group adult programs for students transitioning from high school.

The Clinic and Administrative Coordinator will be responsible for:

Responsibilities

Client and Account Management

• Answer incoming calls and provide responsive, compassionate support to families often regarding the services that DSRF services offers, resources and funding options available, information about events, tracking absenteeism, etc.

• Work with Facilities and Operations Assistant to manage transition to using JaneApp for automated invoicing.

• Manage JaneApp accounts: update forms, ensure consent forms and other documentation is signed, assist families with account access, and maintain
  
  accurate credit card and insurance/funder information for all families.

• Monitor weekly client attendance via the JaneApp, confirm arrivals and no-shows to ensure accurate invoicing.

• Communicate the financial aid to both the Program team and families, explain process and outcomes of DSRF financial aid applications both verbally and written.

• Monitor client attendance patterns; manage communication and resolution of excessive no-shows, including therapy pauses and payment follow-ups.

Scheduling and Coordination

• Organize shared space and ensure they are ready for programing. (i.e. presentation, group programs, etc.)

• Manage and coordinate volunteer applications and documentation, including criminal record check completion and expiry

• Communicate staff absences (teachers/therapists) to families and internal teams.

Program and Service Delivery

• Manage waitlist and transfer new registrations from Classy into caseload management tool, confirming registration emails to families and creating client JaneApp profiles for the student or family.
• Send group program confirmations and welcome and/or cancellation emails to families.

Staff Engagement and Culture

• Be a welcoming presence for families and staff.

Administrative and Organizational Support

• Schedule, communicate and organize All Staff team meetings.

• Share relevant updates with the Board of Directors on behalf of the CEO

• Support directors with caseload tracking and reporting.

• Quarterly reporting via JaneApp to track families receiving multiple services with DSRF.

• Communicate building closures to staff and families

• Proactively identify and recommend solutions to improve operational processes and procedures.

Qualifications

• Previous office manager, administration and/or clinic experience in a busy environment is required.
• Previous experience in a non-profit environment is an asset.
• Strong organizational and multitasking skills with excellent attention to detail.
• Proficiency in Microsoft Office Suite, including Outlook, Excel, Word and Teams.
• Experience with clinic management software (e.g. Classy, JaneApp).
• Familiarity with funding processes and client billing.
• Ability to work independently and collaboratively in a team environment.
• Ability to maintain confidentiality and handle sensitive information

Clinical environment

The DSRF clinic is often a busy environment, with many families having appointments simultaneously.

Diversity & Inclusion

To be a diverse and inclusive workplace that is representative (at all levels) of the people we serve, DSRF welcomes and encourages applications from anyone who identifies as Indigenous, LGBTQ2S+, a member of a visible minority population, and persons with disabilities. If you are a member of any of these groups and wish to contribute to furthering DSRF's mission, we encourage you to self-identify in your application, cover letter and/or resume.

For more information on working at DSRF please visit our website and view our employees' video.