Office Administrator

Job Title: Office Administrator / Project manager

Location: Remote

Job Type: Part-Time Contract (17.5 hrs/ week)

Reports To: Clinic Owners

Compensation: $25-35/ hr with annual increases and bonuses tied to individual contribution and performance of practice

About the Clinic:

PEACE Psychotherapy specializes in Dialectical Behavioural Therapy and is dedicated to providing compassionate and evidence-based mental health services. Our team of independent psychotherapists work collaboratively to foster a warm, inclusive, and supportive environment for our clients. We are currently seeking a highly organized Office Administrator to oversee daily operations of our clinic with experience in initiating opportunities for business development.

Position Overview:

We are seeking a highly organized and proactive Office Administrator to oversee and coordinate operational, clinical, and administrative projects at our psychotherapy clinic. This role requires a detail-oriented professional with strong leadership skills. As the primary point of contact for clients and staff, the Office Administrator plays a key role in the daily operations of the clinic by ensuring smooth, efficient, and professional functioning of all administrative processes.

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

Project Management:

• Plan, execute, and manage various clinic projects, including workflow optimization, technology implementation, and community initiatives.
• Collaborate with clinical staff and external stakeholders to define project scope, goals, deliverables, and timelines.
• Develop detailed project plans, track progress, and adjust plans as needed to meet deadlines and objectives.
• Monitor and report on project status, risks, and issues to senior management.

Financial & Billing Support:

• Manage billing processes including invoicing, payments, issue receipts, and manage billing inquiries
• Responsible for basic accounting, reconciling transactions, maintaining financial records and reviewing spending
• Maintain financial records including journal entries, AR/AP, bank reconciliations, general ledger, balance sheet and income statement
• Prepare invoices for clinicians fees and address billing concerns
• Deliver accurate financial records to public accountant who compiles corporate tax returns

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 practice objectives
• Manage new inquiries and referrals, connecting clinicians with potential clients and managing waitlisted clients
• Serve as a liaison between the clinical and management team.
• Monitor vendor contract status and schedule associate agreement renewals

Client Services:

• Manage client inquiries, intake process and account updates.
• Monitor and respond to clinic emails and voicemails in a timely, professional and empathetic manner
• Review client accounts for group therapy renewals, invoicing and payment collection

Business Development:

• Manage and develop digital marketing initiatives including website SEO, social media accounts and email campaigns
• Maintain and develop relationships with existing and new referral sources
• Design and promote marketing materials
• Assist with recruitment, screening candidates, scheduling interviews and onboarding

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 remote work and flexible hours. Some weekday availability during standard business hours is essential.

Job Type: Part-time

Pay: $25.00 - $35.00 per hour

Expected hours: 15 – 20 per week

Schedule:

• Choose your own hours

Application Question(s):

• Do you have experience in a psychotherapy/medical clinic?
• Do you have experience with Jane software?
• Do you have availability between 11:15am-1:15pm on Thursdays?
• How many years of experience do you have providing administrative services?
• How do you prioritize competing objectives?
• Do you have experience managing multiple stakeholders?
• Are you confident dealing with senior management?
• Ideally, how many hours would you like to be working a week?

Work Location: Remote

Salary : $25 - $35