Job description
The Ottawa Institute of Cognitive Behavioural Therapy (OICBT) is looking for a full-time Senior Administrative Coordinator. Reporting to the Operations Manager, the Senior Administrative Coordinator sits at the heart of OICBT's administrative and operational infrastructure. This is not a front-line reception role — it is a coordination and systems role responsible for the processes and workflows that allow our clinical and administrative teams to function efficiently. The successful candidate will bring structure, consistency, and organizational discipline to a fast-paced, client-centred environment.
Key Responsibilities
- Day-to-day oversight and direction of front-line administrative staff
- Full-cycle onboarding and offboarding coordination for new and departing staff
- Staff scheduling across clinical and administrative functions
- HR documentation and employee records management
- Office and facilities management
- Supporting the development and maintenance of administrative systems and process documentation
- Serving as a coordination layer between front-line administrative staff and the Operations Manager
Required Qualifications
- Completion of a recognized Office Administration, Health Administration, or Business Administration program, or equivalent combination of education and relevant experience
- Minimum 2 years of relevant administrative experience, preferably in a healthcare or mental health setting
- Experience using electronic medical record (EMR) systems and digital administrative platforms; ability to quickly learn new software systems
- Strong organizational skills with demonstrated ability to manage multiple priorities simultaneously
- Excellent interpersonal and communication skills — written, verbal, and digital
- Ability to work both independently and collaboratively within a multidisciplinary team
- Demonstrated professionalism, discretion, and ability to maintain confidentiality when handling sensitive client information
- Strong commitment to accuracy and process consistency
Assets
- Bilingualism in English and French
- Experience in a mental health or psychology clinic setting
- Familiarity with HR documentation practices and onboarding processes
- Experience with project coordination or process improvement
Working Conditions
Schedule: Monday to Friday, daytime hours (Some flexibility i.e. 8-4 or 9-5 but may depend on clinic needs)
Location: Hybrid position based in Ottawa. This role requires at least two (2) days per week of in-person work at our Ottawa office.
Remote Work Requirements
- Employees are responsible for providing and maintaining their own computer equipment required to perform the duties of the position
- Employees must have access to a reliable high-speed internet connection when working remotely
- Employees must be able to work from a private and secure workspace that supports confidentiality, professionalism, and uninterrupted work.
Applications will be reviewed on a rolling basis and interviews may be scheduled before the posting closes. Interested applicants are encouraged to apply early. We thank all applicants; however, only those selected for an interview will be contacted. If you require accommodation during the interview process, please let us know.
AI is not utilized as part of this recruitment process.
Pay: $23.00-$30.00 per hour
Benefits:
Application question(s):
- Have you completed education related to Office Admin, Health Admin or Business Admin or have related experience and do you have at least 2 years of relevant admin experience?
- Are you bilingual in French and English? (Asset)
- Do you have experience utilizing electronic medical record systems and digital admin platforms?
Work Location: Hybrid remote in Ottawa, ON K2A 3X9
