Psychology Administrative Assistant

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.

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, 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.

Qualifications

• 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.

Application Instructions

Click "Apply Now" to submit your resume and cover letter.

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.

The University of Alberta, its buildings, labs and research stations are primarily located on the territory of Néhiyaw (Cree), Niitsitapi (Blackfoot), Métis, Nakoda (Stoney), Dene, Haudenosaunee (Iroquois) and Anishinaabe (Ojibway/Saulteaux), lands that are now known as part of Treaties 6, 7 and 8 and homeland of the Métis. The University of Alberta respects the sovereignty, lands, histories, languages, knowledge systems and cultures of all First Nations, Métis, and Inuit.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people - from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms - physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.

The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Métis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.

L’Université de l’Alberta s’engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes de toute orientation sexuelle ou identité et expression de genre; et toutes les personnes qui peuvent contribuer à la diversification des idées et à l'université à postuler.

Student Success and Experience (formerly Office of the Dean of Students) holds student support at the heart of everything we do. We provide services focused on student well-being and flourishing both in the classroom and beyond. We offer a wide range of services, including career guidance, health and wellness resources, academic support, and assistance for students facing unexpected challenges or personal difficulties. We also work closely with faculty and staff across campus to ensure students receive coordinated support when they need it most.