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Psychology Clinic Coordinator, Faculty of Arts

Job ID: 28885

Updated: May 25, 2023

Location: Main Campus

We would like to take this opportunity to acknowledge the traditional territories of the people of the Treaty 7 region in Southern Alberta. The City of Calgary is also home to Métis Nation of Alberta, Region III.

Position Overview

Faculty of Arts is currently seeking a Full-time Temporary Relief Psychology Clinic Coordinator for approximately 12 months.

Reporting to the Department Manager, the Coordinator, Psychology Clinic, is a member of the Department of Psychology's senior administrative staff, with accountabilities to the Clinic Director in the execution of duties.  The incumbent will work in the Psychology Training Clinic as the key lead administrative contact. The nature of the work is varied, variably paced, and may have constantly changing priorities.  The Coordinator will be required to work effectively both independently and within a team environment and will need to be flexible in meeting the changing needs of the Clinic.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

  • Serve as first point of contact to visitors; telephone and email traffic
  • Data entry
  • Maintain a filing system
  • Establish and maintain referral sources
  • Maintain records, close files, coordinate file retrieval, and maintain records archived
  • Manage the clinic's electronic health record system and assist in training on that system
  • Facilitate interactions and transactions with contractors, businesses, personnel, government and private agencies and any department within the University as pertains to clinic business
  • Receive payments from each client
  • Prepare bank deposits
  • Manage and process accounts payable and purchase order requests
  • Maintain scheduling data system, tracking client appointments, no shows, and cancellations
  • Coordinate therapists schedules with client needs
  • Work within an established budget
  • Assist in policy development and review
  • Conduct phone screens with prospective clients
  • Develop and update clinic promotional materials
  • Liaise with other campus entities to maintain successful operations (e.g., IT, Legal)
  • Onboard new users to the clinic
  • Provide administrative support for clinic committees and events
  • Coordinate completion of required practicum documentation
  • Provide support for relevant committees and events
  • Order supplies to ensure the clinic is successful
  • Pull files, process paperwork and records requests
  • Provide administrative support
  • Train clinicians in clinic procedures and appropriate use of systems
  • Assist in the planning, development and implementation of clinic agenda
  • Process intake interview form
  • Process incoming phone requests, screen for therapy

Qualifications / Requirements:

  • An undergraduate degree in Psychology, Nursing, Social Work or a related field
  • Good understanding of mental health issues
  • 2 to 3 years experience in an administrative assistant position
  • Proven experience using MS Office programs (including Word, Excel, and Outlook)
  • Excellent organizational skills and attention to detail
  • Excellent interpersonal, communication and customer service skills
  • High degree of maturity, tact, diplomacy and discretion
  • Strong written and verbal communication skills
  • Ability to effectively copy with stressful situations from time to time
  • Proven ability to work well both independently and as part of a highly collaborative team
  • University experience and familiarity with U of C processes
  • Peoplesoft experience
  • Experience managing a budget is highly desirable
  • Experience working in an administrative capacity in a mental health treatment setting is highly desirable

Application Deadline:  June 8th, 2023

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.

Additional Information

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

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website. For more information visit Careers in the Faculty of Arts 

The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit

The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, 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.

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 Equity, Diversity and Inclusion ([email protected]) and requests for accommodations can be sent to Human Resources ([email protected]).

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


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