Administrative Assistant

Office Administrator – Counselling Clinic

Location:
North Vancouver, BC

Job Type:
 Part-time (On-Site)

Reports to:
 Clinical Director

About North Shore Centre for Attachment (NSCA)

At NSCA, we believe in 
Rational Science. Real Love.
 — combining research-based counselling with genuine human connection. Our clinic supports individuals, couples, and families through evidence-informed, attachment-based therapy.

We're looking for a professional, highly organized, and warm Office Administrator to join our team. This role is central to keeping the practice running smoothly, supporting our clinicians, and creating a welcoming experience for every client who walks through our doors.

Key Responsibilities

Office Management

• Open and prepare the office daily to NSCA standards.
• Maintain a tidy, organized, and professional environment.
• Monitor and care for office plants and supplies.
• Order, stock, and track office and clinical materials.
• Oversee clinician room assignments and general office cleanliness.

Client Communication & Scheduling

• Respond promptly and professionally to client emails and phone calls.
• Handle new client intakes, scheduling, rescheduling, and waitlist management.
• Adjust clinician and director schedules as needed.
• Communicate with empathy, professionalism, and discretion in all interactions.
• Document and maintain records of client communications and treatment plans.
• Provide occasional after-hours administrative support as required.

Administrative & Financial Support

• Prepare and submit weekly billing for approval by the Clinical Director.
• Monitor accounts receivable and follow up to ensure timely payments.
• Invoice third-party funders
• Track staff hours and ensure timesheets are completed accurately and on time.
• Maintain digital and physical filing systems, including treatment records and client correspondence.
• Provide administrative support for clinicians using the Jane practice-management system.
• Keep the NSCA shared drive and inboxes organized and current.

Communications & Event Coordination

• Assist in developing and editing presentations and promotional materials
• Update and maintain website content.
• Organize staff meetings, social gatherings, and holiday events.
• Identify and assist with grant opportunities

Qualifications

• Excellent written and verbal communication skills.
• Strong attention to detail and organizational skills.
• Professional, reliable, and compassionate approach to client care.
• Proficiency with Microsoft Office; experience with 
  Jane App
   or similar systems is an asset.
• Ability to manage multiple priorities and adapt to changing needs.
• Flexibility to occasionally assist after hours for clinic or event needs.

How to Apply

Please submit your resume and a brief cover letter to  describing your relevant experience and what draws you to working in a counselling clinic environment.