Job Title: Office Administrator / Project manager

Location:Remote

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

Reports To: Clinic Director

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.

To Apply:

Please submit your resume and a brief cover letter to ***************@gmail.com detailing your relevant experience and interest in the position. We look forward to discussing how you can contribute to our team's success.

PEACE Psychotherapy

About Us

Latest Jobs

Office Administrator