Operations Assistant - Apply

The Cognitive Corner; Calgary; Hybrid; CAD 28,000 - 30,000; Part time

Job summary

The Cognitive Corner in Calgary, AB is seeking an Operations Assistant to support day-to-day administrative tasks and clinic operations. This client-facing role requires warmth, organization, and proactive problem solving as you work closely with the Operations and Client Experience Coordinator and therapists.

You will manage front desk duties, billing, intake triage, and ensure smooth office operations. The role offers a hybrid schedule with in-person Calgary office hours and compensation of

Qualifications

• Prior experience in administrative or operational roles (mental health or clinical settings preferred).
• Comfortable working independently.
• Excellent written and verbal communication skills.
• Strong attention to detail, time management, and task tracking.
• Demonstrated proactive problem solving and troubleshooting.
• Comfort with Microsoft 365 and basic tech troubleshooting.
• Friendly, approachable, and professional demeanour in client interactions.

Responsibilities

• Manage front desk and create a welcoming in-person experience for clients.
• Handle client billing, receipts, and ensure accuracy of financial data.
• Coordinate intake information and match clients with therapists based on availability.
• Maintain therapist waitlists and follow up on openings.
• Process insurance documents and assist with questions.
• Respond to office phone and email promptly to support scheduling and inquiries.
• Oversee clinic space and environment readiness.
• Track inventory and office supplies; analyze clinic data with the team.

Skills

Administrative experience

Independent work

Communication skills

Attention to detail

Time management

Microsoft 365

Tech troubleshooting

Client facing

Education

Post secondary education in business

Post secondary education in psychology

Post secondary education in communications

Post secondary education in community development

Tools

Jane App

Notion

Job description

TCC’s Operations Team - Calgary, AB (Hybrid)

Operations Assistant

Reports To: Operations and Client Experience Coordinator

Location: In-Person (Calgary Office)

Hours: Approx. 24 hours/week

Compensation: $20-22/hour, depending on experience

Interview Timeframe: October 19th, 20th, 21st, 22nd

Target Start Date: Early November

Role Description:

The Operations Assistant is the strong supportive pillar of The Cognitive Corner. This role is responsible for the day-to-day administrative needs of the practice and supports the coordination of systems, people, and processes to ensure the clinic runs smoothly. You are both detail-oriented and forward-thinking, able to anticipate what’s needed before being asked. You work closely with the Operations and Client Experience Coordinator as well as supporting the therapists. This is a client-facing role that requires warmth, professionalism, and responsiveness. The right candidate is an organized self-starter who thrives in a dynamic environment and deeply values mental health care.

Client-Facing & Access

Manage thefront deskand create a welcoming experience for clients arriving for in-person sessions. Greet clients as they arrive, provide any necessary parking reminders, kindly ask them to remove their footwear when appropriate, and invite them to help themselves to tea or coffee in the waiting room while they wait for their therapist.

Manage client billing, including processing session payments, issuing receipts, and ensuring all financial data is accurate

Support new client triage by gathering intake information and coordinating therapist-client match based on availability and areas of practice

Manage therapist waitlists, follow up with clients as availability opens, and support client triage and therapist matching based on client needs, preferences, and therapist availability. Maintain accurate documentation in Jane and flag any inquiries requiring additional review.

Submit insurance documents and receipts promptly and accurately, and assist clients with insurance-related questions within scope

Monitor and respond to Office Phone throughout the shift. Prioritize incoming text messages and answer phone calls promptly, assisting clients with general inquiries, scheduling, billing, and other administrative needs as appropriate.

Consistently monitor the office email inbox throughout the shift and respond to emails in a timely manner.

Maintain inbox organization by moving completed email threads into the appropriate folders once they have been addressed, ensuring the main inbox remains organized and clearly reflects outstanding items that still require action.

Oversee the flow of the clinic space, including managing mail, packages, deliveries, and environment readiness (comfort items, tidiness, ambiance)

Operational Responsibilities

Manage our Reduced Barrier Program (subsidized therapy program for BIPOC clients), including triaging, tracking and feedback collection

Work with the Operations and Client Experience Coordinator to analyze and synthesize clinic data

Track and manage office inventory, including updating data systems and ordering

Proactive ideating (problems, solutions, pain points, observations, ideas)

Team & Community Culture

Assist with team and community event planning

Active participation in team meetings

Assist with maintenance of team culture

Required Qualifications:

Prior experience in administrative or operational roles (mental health or clinical settings preferred)

Comfortability working independently

Excellent written and verbal communication skills, with the ability to adapt tone to different audiences

Strong attention to detail, time management, and task tracking

Demonstrated track record of proactive problem solving, troubling shooting, task initiation and communication

Comfort with Microsoft 365 and basic tech troubleshooting

Friendly, approachable, and professional demeanour in all client-facing interactions

Preferred Qualifications:

Post secondary education in business, psychology, communications, community development or a related field considered an asset

Comfort with applications such as Notion and Jane App

Experience in writing clear, engaging and professional copy

Experience in healthcare, wellness or therapy related settings

Key Traits for Success:

Proactive, not reactive: You anticipate needs, identify gaps early, and bring forward thoughtful solutions

Organized & self-directed: You thrive on structure and maintain clarity in fast-moving environments

Flexible & grounded: You can pivot when needed while maintaining a calm, steady presence

Relational: You build positive working relationships and are emotionally attuned to the team’s needs

Communicative: You proactively share both big-picture and day-to-day updates, so everyone stays informed and aligned

Independent: You take ownership of your work, follow through without reminders, and move tasks forward without waiting to be asked

Why Work With Us?

The Cognitive Corner is a warm, trauma-informed group practice built on compassion, integrity, and community care. We value people first - our clients, our team, and the relationships that make this work meaningful. You'll be joining a supportive environment where your ideas matter, your growth is encouraged, and your contribution directly impacts the client and therapist experience. We're a practice that’s expanding thoughtfully, and we want someone who’s excited to grow with us.