Administrative Manager – Clinic Operations

7 days ago

Edmonton, Alberta, Canada Brintnell Psychology Full time

Brintnell Psychology – Plaza 167 Counselling & Psychology

Part-Time | Hybrid | Start Date: Dec 2024–Jan 2025

Hours expected to increase as the clinic grows

Brintnell Psychology is preparing for our new clinic opening in June 2026. We are hiring an experienced Administrative Manager to oversee clinic operations, support our growing team, and help develop efficient systems as we scale.

This is a leadership-level administrative role ideal for someone who thrives in a health-focused, fast-growing environment and can work independently with confidence.

Responsibilities

Leadership & Operations

  • Oversee daily administrative operations

  • Lead, supervise, and support junior admin staff

  • Assist with hiring, onboarding, and delegation

  • Maintain SOPs, policies, and workflow systems

  • Ensure compliance with CAP/PAA guidelines and privacy requirements

Scheduling & Client Support

  • Manage clinician schedules, waitlists, and client flow

  • Handle appointment inquiries and client communication

  • Resolve scheduling conflicts independently

Billing, Invoicing & Payroll

  • Oversee billing, invoicing, payments, and reconciliation

  • Communicate with clients regarding balances

  • Assist with insurance direct billing setup

  • Process payroll for clinicians and staff

Group Program Coordination

  • Manage registrations and communication for therapy groups

  • Coordinate logistics, reminders, materials, and room bookings

Product & Retail Management

  • Track and manage product inventory and merchandising

  • Coordinate ordering, restocking, and vendor relationships

Marketing & Communications Support

  • Collaborate with marketing staff on campaigns and materials

  • Post job ads, assist with outreach, and coordinate communication with referral partners

Inventory, Vendors & Building Coordination

  • Manage office supplies and operational inventory

  • Liaise with contractors, IT, vendors, and building management

Technology & Systems

  • Manage Jane App setup, accounts, forms, and reports

  • Provide basic tech troubleshooting and coordinate IT support

Reporting & Administration

  • Prepare weekly/monthly operational reports

  • Track KPIs, cancellations, revenue summaries, and workflow improvements

  • Maintain secure digital and physical clinic records

Qualifications

Required

  • 3+ years administrative experience (healthcare or private practice preferred)

  • Leadership or team lead experience

  • Strong comfort Jane App is an asset

  • Strong critical thinking, independence, and problem-solving

  • Excellent organizational and communication skills

  • Experience handling confidential information

Preferred

  • Background in Psychology, Social Work, Health Sciences, or related field

  • Experience in a counselling/mental health practice

  • Familiarity with CAP/PAA guidelines

Schedule & Work Style

  • 10–20 hours/week to start

  • Hours are expected to increase throughout 2025–2026 as the clinic expands

  • Hybrid role: flexible virtual work until June 2026

  • Will transition to structured in-person hours at our new Cy Becker location once open

  • Must be reliable, consistent, organized, and able to work independently

⸻

How to Apply

Please submit your resume and cover letter to -

Only applications sent through email will be considered.

Job Type: Part-time

Expected hours: 5 – 20 per week

Work Location: Hybrid remote in Edmonton, AB

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