Clinic Operations Coordinator - Part time

Clinic Operations Coordinator – Part-Time

Inner Balance Solutions Inc. | Chilliwack, BC

Hours: 15–20 hours per week to start
Wage: $25–$30/hour, based on education and experience
Potential for increased hours as the role grows

About the Role

Inner Balance Solutions Inc. is seeking a highly organized, proactive and systems-oriented Clinic Operations Coordinator to support our growing mental health practice.

This position focuses primarily on the behind-the-scenes operations of the clinic—people, systems, policies, projects, compliance and follow-through. Our Office Administrator manages the majority of client-facing administration, while this role helps ensure the organization itself runs smoothly.

The Clinic Operations Coordinator will also be cross-trained in essential administrative functions, including Jane Practice Management, to provide backup administrative coverage when required.

This role is ideal for someone who notices what needs to be done, enjoys creating order, follows things through to completion and does not require constant direction.

Key Responsibilities

• Coordinate administrative aspects of hiring, onboarding and offboarding employees, contractors, students and interns.
• Maintain personnel records and track contracts, professional registrations, insurance, criminal record checks, training and other required documentation.
• Monitor expiry dates, renewals and organizational deadlines and proactively follow up when action is required.
• Maintain WorkHub, policy acknowledgements, required training and compliance tracking.
• Help maintain and organize clinic policies, procedures and the operations manual.
• Maintain operational calendars, checklists, trackers and recurring task systems.
• Coordinate operational projects and follow up on outstanding action items.
• Support the Clinical Director with operational organization and follow-through.
• Coordinate routine communication with vendors, service providers, maintenance, technology and other external supports.
• Track contracts, subscriptions, clinic technology, equipment, accounts and system access.
• Coordinate facility and operational needs across clinic locations.
• Identify gaps or inefficiencies and help develop practical systems and solutions.
• Help ensure important organizational knowledge and processes are documented.
• Prepare basic reports, spreadsheets and operational summaries as required.
• Become proficient with Jane Practice Management and maintain enough knowledge of clinic administrative procedures to provide backup coverage.
• Provide occasional backup for the Office Administrator during vacation, illness, meetings or unexpected absences, including phones, email/text communication, basic scheduling, client inquiries and other essential front-office functions.
• Communicate calmly, compassionately and professionally with clients, including individuals who may be experiencing distress.
• Maintain strict privacy, confidentiality and professional boundaries when accessing client or clinician information.

Administrative backup is a secondary function of this position; this is not primarily a reception or client-booking role.

Qualifications

• Previous experience in administration, operations coordination, office management, executive support, HR administration, project coordination or a related role.
• A certificate, diploma or degree in Applied Business Technology (ABT), Office Administration, Medical Office Administration, Business Administration, Human Resources, Project Management or a related field is considered an asset.
• Experience in healthcare, counselling, mental health, medical or another confidential professional environment is an asset.
• Experience or training in trauma-informed practice, mental health or working with vulnerable populations is an asset.
• Experience with Jane Practice Management is a strong asset.
• Experience with an EMR, healthcare practice-management, scheduling or billing system is an asset.
• Strong proficiency with Microsoft Office, including Outlook, Word and Excel.
• Strong computer skills and demonstrated ability to quickly learn new technology and software.
• Experience with HR, policy-management, compliance or project-management systems is an asset.
• Excellent written and verbal communication skills.
• Exceptional organizational and time-management abilities.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and deadlines.
• Demonstrated ability to take initiative, problem-solve and follow tasks through to completion.
• Strong judgment, discretion and understanding of privacy and confidentiality.
• Ability to work independently while collaborating effectively with a team.
• Ability to receive feedback, adapt to change and implement new processes and systems.
• Willingness to participate in ongoing clinic training is required, including training related to trauma-informed practice, cultural safety, privacy and confidentiality, Jane, technology and clinic systems.

Who We're Looking For

You are someone who naturally asks, “What needs to happen next?”

You notice when something hasn't been completed and follow it through. You enjoy systems, organization and making things work better. You're comfortable respectfully following up with people regarding deadlines and outstanding tasks.

You are comfortable with technology and willing to learn. You understand the difference between taking initiative and making decisions outside your authority and know when to solve something yourself and when something needs to be brought to leadership.

You are also willing to step in when the team needs support. Although operations is your primary responsibility, you understand that continuity matters in a busy mental health clinic.

Most importantly, you are dependable, adaptable and take ownership of your responsibilities.

About Inner Balance Solutions

Inner Balance Solutions Inc. is a growing mental health practice in Chilliwack. We are committed to creating a professional, collaborative, trauma-informed and welcoming environment for both our clients and our team.

Pay: $25.00-$30.00 per hour

Work Location: In person