Administrative Assistant

1 week ago

Vancouver, British Columbia, Canada North Shore Center for Attachment Full time $45,000 - $65,000 per year

Office Administrator – Counselling Clinic

Location:
North Vancouver, BC

Job Type:
 Part-time (On-Site)

Reports to:
 Clinical Director

About North Shore Centre for Attachment (NSCA)

At NSCA, we believe in 
Rational Science. Real Love.
 — combining research-based counselling with genuine human connection. Our clinic supports individuals, couples, and families through evidence-informed, attachment-based therapy.

We're looking for a professional, highly organized, and warm Office Administrator to join our team. This role is central to keeping the practice running smoothly, supporting our clinicians, and creating a welcoming experience for every client who walks through our doors.

Key Responsibilities

Office Management

  • Open and prepare the office daily to NSCA standards.
  • Maintain a tidy, organized, and professional environment.
  • Monitor and care for office plants and supplies.
  • Order, stock, and track office and clinical materials.
  • Oversee clinician room assignments and general office cleanliness.

Client Communication & Scheduling

  • Respond promptly and professionally to client emails and phone calls.
  • Handle new client intakes, scheduling, rescheduling, and waitlist management.
  • Adjust clinician and director schedules as needed.
  • Communicate with empathy, professionalism, and discretion in all interactions.
  • Document and maintain records of client communications and treatment plans.
  • Provide occasional after-hours administrative support as required.

Administrative & Financial Support

  • Prepare and submit weekly billing for approval by the Clinical Director.
  • Monitor accounts receivable and follow up to ensure timely payments.
  • Invoice third-party funders
  • Track staff hours and ensure timesheets are completed accurately and on time.
  • Maintain digital and physical filing systems, including treatment records and client correspondence.
  • Provide administrative support for clinicians using the Jane practice-management system.
  • Keep the NSCA shared drive and inboxes organized and current.

Communications & Event Coordination

  • Assist in developing and editing presentations and promotional materials
  • Update and maintain website content.
  • Organize staff meetings, social gatherings, and holiday events.
  • Identify and assist with grant opportunities

Qualifications

  • Excellent written and verbal communication skills.
  • Strong attention to detail and organizational skills.
  • Professional, reliable, and compassionate approach to client care.
  • Proficiency with Microsoft Office; experience with 
    Jane App
     or similar systems is an asset.
  • Ability to manage multiple priorities and adapt to changing needs.
  • Flexibility to occasionally assist after hours for clinic or event needs.

How to Apply

Please submit your resume and a brief cover letter to  describing your relevant experience and what draws you to working in a counselling clinic environment.

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