Psychology Administrative Assistant

University of Alberta; Edmonton; On-site; CAD 42,000 - 56,000; Full time

Job summary

University of Alberta is seeking an Administrative Assistant for the Counselling & Clinical Services (CCS) at North Campus, Edmonton.

You will be the first contact for students, providing a welcoming, supportive environment and coordinating appointments with a collaborative team of professionals.

Qualifications

• Post-secondary education or secretarial/administrative training with at least 1 year of relevant experience.
• Proficiency with computers and basic troubleshooting; comfortable using Microsoft Office, Google Workspace and Zoom.
• Knowledge of Health Information Act (HIA) and POPA and ability to apply privacy standards to client information.
• Strong organizational and time-management skills.
• Excellent verbal and written communication and customer service skills.
• Ability to stay calm and professional in a busy environment while supporting students in distress.

Responsibilities

• Provide reception services to CCS clients in person and respond to phone, email and voicemail inquiries.
• Maintain clinicians' schedules and manage telehealth and in-person appointments in the electronic records system.
• Send appointment reminders, forms to fill out, follow-up emails and feedback forms.
• Provide general administrative and office support to CCS mental health professionals.
• Assist with preparation and distribution of psychiatry medical reports and dictation.
• Assist in coordinating registration for groups and workshops.
• Maintain confidential files and communications per privacy legislation (POPA/HIA).
• Order supplies and arrange IT, maintenance and facilities requests.
• Keep office procedures, templates and contact lists up to date.
• Help collect, process and report on CCS statistics.
• Perform other duties as required.

Skills

Reception & front desk

Microsoft Office

Google Workspace

Zoom

Customer service

Phone & email inquiries

Education

Post-secondary education/Business Administration Diploma

Tools

Electronic medical records system

Job description

This competition is open to all applicants however; internal applicants will be given priority consideration based on minimum qualifications, or a combination of experience, skills, and abilities before external applicants are considered.

Location - This role is in-person. Work primarily takes place at North Campus, Edmonton.

Counselling & Clinical Services (CCS) is a mental health clinic with a strong team culture and a shared commitment to student well-being. As an Administrative Assistant, you will often be the first point of contact for students seeking support, helping create a welcoming and supportive environment.

You will work alongside a collaborative team of four administrative staff to ensure the clinic operates smoothly and students receive compassionate, professional support. This role involves managing competing priorities in a busy environment, responding to students in distress with empathy and composure, learning new systems and processes, and using strong organizational and problem-solving skills to support the team and daily operations.

Reporting to the Director of CCS, you will join an interdisciplinary clinic of psychologists, psychiatrists, nurses, social workers, doctoral residents and practicum students.

• Provide reception services to CCS clients in person and respond to phone, email and voicemail inquiries.
• Maintain clinicians' schedules and manage telehealth and in-person appointments, including bookings, cancellations and rescheduling, in our electronic records system.
• Send appointment reminders, forms to fill out, follow-up emails and feedback forms.
• Provide general administrative and office support to CCS mental health professionals.
• Assist with the preparation and distribution of psychiatry medical reports, dictation and correspondence.
• Assist in coordinating registration for groups and workshops.
• Maintain confidential files and communications in accordance with privacy legislation (POPA and HIA), including scanning documents such as notes, faxes and prescriptions into the electronic medical record.
• Order supplies and arrange IT, maintenance and facilities requests.
• Keep office procedures, templates and contact lists up to date.
• Help collect, process and report on CCS statistics.
• Perform other duties as required.

• Post-secondary education or secretarial/administrative training, combined with at least one year of relevant work experience.
• Proficiency with computers and basic troubleshooting; comfort using applications such as Microsoft Office, Google Workspace and Zoom.
• Working knowledge of the Health Information Act (HIA) and the Protection of Privacy Act (POPA), and the ability to apply privacy standards to all client information.
• Strong organizational and time-management skills.
• Excellent verbal and written communication and customer service skills.
• Ability to stay calm and professional in a busy environment, including when supporting students in distress.

Preferred Qualifications

• Post-secondary education/Business Administration Diploma from a recognized institution.
• 2+ years of office experience.
• Experience in a counselling or mental health facility.
• Experience and additional specialized training in supporting diverse and equity-deserving groups, including Indigenous Peoples, racialized communities, 2SLGBTQIA+ individuals, persons with disabilities, newcomers, and international students.

This competition will be used to fill 2 positions.

This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package.