Clinic Administrator

McGill University•Montreal, QC

7d•CA$33 - CA$41•Hybrid

About The Position

The Professor Virginia I. Douglas Centre for Clinical Psychology is an integral component of teaching and training in the Department of Psychology at McGill University. The mission of the Clinic is to provide training in the application of evidence-based assessment and intervention techniques, to provide affordable psychology services to members of the Montreal community, to support clinical research and to serve as a source of clinical training and knowledge dissemination. Under the direction of the Clinic Director, the Administrator oversees the clinic operations, including budget preparation, implementation of Clinic policies and administrative procedures, and adherence to all professional, ethical, and legal standards. The administrator supports the team of students, staff therapists, and clinical supervisors. They will be responsible to ensure confidentiality in the handling of patient files. They will organize therapy schedules, events, and other meetings.

Requirements

Undergraduate degree in Psychology is preferred.
Demonstrated experience working in teaching psychology clinic, preferably in a University environment.
Demonstrated experience supporting budget planning, monitoring expenditures, reconciling accounts, and ensuring compliance with organizational financial policies and procedures.
Strong attention to detail and accuracy when handling financial information, expense reporting, invoicing, and payment processing.
Proven ability to analyze data and statistics for the purposes of reporting in addition to budget management.
Bilingual; excellent verbal and written communication skills, in both English and French.
Strong interpersonal skills with the ability to establish and maintain effective working relationships with students, clinicians, faculty members, staff, service providers, and external stakeholders.
Excellent organizational, analytical, and problem-solving skills, with the ability to exercise sound judgment, take initiative, and manage competing priorities in a fast-paced environment.
Proven ability to handle sensitive and confidential information with discretion and professionalism.
Demonstrated ability to independently coordinate multiple projects and deadlines while contributing effectively as a collaborative team member.
Client-focused and service-oriented, with a commitment to delivering high-quality support and fostering a positive service experience.
Demonstrated experience preparing meeting agendas, recording and drafting meeting minutes, and supporting committees or advisory groups.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), with advanced Excel skills considered an asset.
Experience with Owl chart management software is a strong asset.
Demonstrated experience with McGill MMP, Banner and Minerva.
Must be authorized to work in Canada.
Must be willing to work in the province of Quebec at the campus where the position is based / located.
Knowledge of English: Level # 4(qualifier) on a scale of 0-4.

Nice To Haves

Advanced Excel skills
Experience with Owl chart management software is a strong asset.
Demonstrated experience with McGill MMP, Banner and Minerva.

Responsibilities

Oversees the operations of a clinical facility, including assisting with the hiring and training casual staff and monitoring quality control of client care.
Works with clinical staff to coordinate client care needs
Responds to all Clinic-related inquiries from current and prospective clients as well as outside organizations.
Oversees registrations for clinic services, as well as initial client screening procedures, and management of Clinic waitlists.
Refers patients to alternate providers as needed.
Administers the Owl practice management system, including maintaining client records, creating user accounts, updating forms and documentation, and monitoring file completion procedures.
Ensures that all staff, therapists, and supervising psychologists follow professional, legal, and ethical standards when dealing with client’s personal information and files.
Processes the payments of all Clinic services.
Reviews all client requests for fee reductions and supporting documentation and determines the service fee in accordance with Clinic policies.
Maintains the clinic library, including ordering psychological tests and materials as needed.
Assists with budget planning activities, monitors expenditures, prepares expense reports, reconciles transactions, and supports the administration of Clinic funds in accordance with University policies and procedures.
Evaluates and assesses Clinic equipment and make decisions on repairs, maintenance, and new purchases.
Oversees and coordinates procurement-related activities for Clinic equipment, software, and supplies, liaising with vendors and internal University units regarding purchases, contracts, installations, and account administration.
Composes instructional materials for use of Clinic equipment.
Produces reports and statistics.
Prepares and coordinates publication of documents and oversees the Clinic website.
Participates in Clinic advisory meetings, takes minutes, and participates in the discussions regarding the direction and planning of the Clinic focus.
May perform special projects.

Benefits

Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
Competitive vacation policy
Two (2) personal days
Two (2) floating holidays
Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
Paid time off over the December holiday period
Tuition waiver for regular employees and their dependents
Up to two (2) days of remote work per week where the position permits