Medical Office Assistant, Student Wellness Services

University of Calgary; Calgary; On-site; CAD 42,000 - 54,000; Full time

Job summary

University of Calgary's Student Wellness Services is seeking a Full-time Regular Medical Office Assistant to support front desk operations in a clinic setting. You will greet visitors, manage check-ins, handle billing, and coordinate with care teams under privacy regulations.

The role requires a High School Diploma, related certification, and 1–2 years of primary care experience, with strong communication and organizational skills.

Qualifications

• High School Diploma or equivalent required.
• Medical Office Assistant/Unit Clerk certification preferred.
• 1–2 years in a primary care or allied health clinic preferred.
• Proficient with Microsoft Office and EMR/billing systems.

Responsibilities

• Greet students, staff, and visitors at clinic entry.
• Check in students and update demographic information.
• Input billing and collect payments; manage third‑party payees.
• Balance daily cash to booking/receipt schedule.
• Manage telephone systems and handle queries and complaints.
• Direct patients to examination rooms and prepare spaces with supervision.
• Maintain hygiene and safety in waiting areas; restock supplies.
• Assist with chart transfers and records management.

Skills

Interpersonal communication

Organizational skills

Time management

Multitasking

Professionalism

Confidentiality

Education

High School Diploma or equivalent

Medical Office Assistant/Unit Clerk certification

Tools

Microsoft Office Suite

Electronic Medical Record (EMR)

Billing systems

Job description

Description

Student Wellness Services in Student Experience and Support is currently seeking a Full‑time Regular Medical Office Assistant.

Student Wellness Services supports and empowers students to achieve and maintain good health and well‑being through family medicine/primary care, psychiatry, nursing, counsellors, Student Support Advisors, chiropractors, and massage therapists in a clinic setting. As a member of the Student Wellness Services team, this position reports to the Director, Health and Counselling Services. This position works 35 hours per week, within the AUPE Collective Agreement, with hours of work ranging from 8:30 am to 4:30 pm, Monday through Friday.

Summary of Key Responsibilities

All accountabilities, tasks, and duties require compliance with the Health Information Act (HIA), and adherence to privacy and confidentiality regulations and protocols.

• Greeting students, staff, and visitors upon entry to the clinic.
• Checking in students and ensuring that their demographic information is current and up-to-date.
• Initiating and inputting billing processes, including third‑party payees, through the electronic medical record and collecting payments from students.
• Balancing cash daily to the computerized booking/receipt schedule.
• Managing telecommunication systems.
• Handling queries and complaints over the phone and in person.
• Transferring calls as necessary.
• Receiving, sorting, distributing, and dispatching daily mail.
• Handling printing, photocopying, and faxing.
• Maintaining hygiene and safety standards of the reception waiting area, including refilling supplies.
• May be required to direct students to examination/clinic rooms and prepare examination rooms under the supervision of nursing.
• Responsible for rooming all chiropractic visits.
• Other clerical duties as required.

Booking Clerk duties

• Managing patient appointments made online, in person, and over the phone; requires knowledge and understanding of the integration between Medeo, Ocean, and Accuro; and Titanium.
• Electronic and paper patient medical record management.

Clinic support duties

• Responding to and de‑escalating students who present in distress; requires knowledge of Student Wellness departments, where to refer students within the University and in the community, and liaising with other roles as needed.
• Reviews, actions, and routes incoming laboratory and diagnostic imaging results to appropriate provider, including urgent and emergent results.
• Provider schedule changes, and rebooking of students when changes impact current booked appointments.
• Performs chart corrections as needed.
• Prepares correspondence as necessary for students and staff.
• Charts transfers, including Health Information Act (HIA) requests from students or appointed representative, for transfers of care or third‑requests (such as lawyers and insurance companies).

Referral management

• Reviews, actions, and routes outgoing referrals to other providers and specialists.
• Reviews and actions incoming responses from referral locations for adherence to the College of Physicians and Surgeons of Alberta (CPSA) Standards and follows up with referral locations as required.
• Reviews, actions, and routes incoming referral decisions to appropriate provider within the clinic.
• Reviews, and actions referrals from family medicine/primary care to psychiatry within the clinic. Includes booking specialist appointment with psychiatry for students, and informing them of the same.

Qualifications / Requirements

• High School Diploma or equivalent required.
• Medical Office Assistant/Unit Clerk certification preferred.
• 1-2 years working in a primary care or allied health clinic preferred.
• Computer literacy required including competency in Microsoft Office Suite.
• Electronic medical record and billing system experience preferred.
• Professionalism and the ability to maintain strict confidentiality required.
• Exceptional interpersonal and communication skills required.
• Exceptional organizational, and time‑management skills are required.
• Decision‑making based ono expertise in the practice setting, and using procedural knowledge, is required to select the correct procedure/protocol based on the situation presented.
• Must be able to multi‑task, and determine priorities, while working with constant interruptions and minimal supervision.

Application Deadline

September 8, 2026

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 2.

For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.

About The University Of Calgary

UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest‑ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands‑on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start‑ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution‑wide Indigenous Strategy ii' taa'poh'to'p committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

The university's commitment to the Indigenous Strategy is evident through the oversight of 18 Elders serving on the Circle of Advisors and the many unit‑based circles working towards implementation of the strategy including the Faculty Advisory Circle and teams such as the Office of Indigenous Engagement, the Writing Symbols Lodge, and the Indigenous Research Support Team. Many Indigenous‑based events and processes are impacting curriculum, programming and polices at the University of Calgary.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments ([email protected]) and requests for accommodations can be sent to People & Culture ([email protected]).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.