Virtual Assistant Intake Jobs in Calgary, AB (NOW HIRING)

Employment Type: Full-Time; Monday - Friday; 40 Hours/Week;
Working Arrangement: 5 Days In-Person (possibility of one virtual day in the future based on operational needs)
Pay Range $57,000-$63,000/ 14 months + Benefits Package

Overview:

Join a Team Dedicated to Helping People Thrive

McAtee Psychology is a growing psychology practice providing counselling, assessment, and consultation services to children, teens, adults, couples, and families throughout Calgary. Our mission is to help individuals and families reconnect with themselves, embrace their strengths, and thrive throughout every stage of life.

We are seeking a highly organized and personable Clinic Coordinator to join our team. In this role, you will be a key part of the client experience, supporting scheduling, intake, billing, and day-to-day clinic operations while helping create a welcoming and professional environment for clients and staff.

This position offers the opportunity to make a meaningful impact while contributing to the growth of a collaborative and supportive clinic. This position is a 14-month maternity leave contract beginning July 2026. While initially a contract position, there is strong potential for the role to be extended or transition into a permanent position based on clinic growth, operational needs, and employee performance.  

• Administrative Experience: 2-3 years of experience, preferably in a healthcare or counseling setting.
• Educational Background: Bachelor's degree in healthcare administration, business administration, psychology, or a related field (preferred). Equivalent experience will be considered.
• Organizational Skills: Exceptional ability to manage workflows, prioritize tasks, and maintain accuracy in administrative processes.
• Communication Skills: Strong written and verbal communication abilities to liaise effectively with team members, clients, and external stakeholders.
• Technical Proficiency: Familiarity with clinic management software (e.g., Jane App), Microsoft Office Suite, and Google Workspace. Experience with social media management tools is an asset.
• Problem-Solving Abilities: Proactive and resourceful in addressing operational challenges and improving workflows.
• Team Collaboration: A commitment to fostering a supportive and collaborative work environment.
• Clinic Operations Management: Demonstrated ability to coordinate day-to-day clinic operations, manage competing priorities, support clinicians and clients, and ensure administrative systems and processes run efficiently. 

• Provide general administrative support, including data entry, document management, and scheduling.
• Process billing, verify contractor invoices, and manage insurance claims.
• Oversee client payment systems and ensure accurate and timely processing.
• Consult with prospective clients to match them with therapists based on needs and preferences.
• Maintain and organize staff bios, credentials, and other relevant documentation.
• Manage procurement of psychological tests and maintain inventory levels.
• Plan and execute team bonding events to foster a collaborative and positive workplace culture.
• Support marketing initiatives, including social media management and content creation, to enhance clinic visibility.
• Assist the Clinic Manager and Director with implementing policies and streamlining operational workflows.
• Perform additional administrative or operational duties as assigned.
• Monitor and maintain clinic inventory 
• Manage accounts receivable processes

At McAtee Psychology, you'll be joining more than a clinic. You'll become part of a growing, purpose-driven team dedicated to helping individuals and families thrive while building a workplace where people feel supported, valued, and empowered to grow. 

Make a Meaningful Impact: Be an important part of a team that helps individuals and families access the support they need. Your work will directly contribute to creating positive experiences for clients and supporting high-quality care. 

Supportive Team Culture: Join a collaborative team that values connection, curiosity, teamwork, and continuous growth. We believe great work happens when people feel supported and valued. 

Growth Opportunities: Develop your skills through ongoing training, mentorship, and exposure to counselling and assessment services.

Variety & Responsibility: This is more than a traditional administrative role. You'll be involved in client care coordination, scheduling, clinic operations, assessment support, process improvement, and helping the clinic run smoothly day-to-day. 

Potential for Long-Term Growth: While this position is being hired to support a maternity leave, there may be opportunities for the role to be extended or transition into a permanent position based on clinic growth and employee performance.

We look forward to welcoming you to the McAtee Psychology team!

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