Medical Office Manager jobs in Calgary, AB

About Us

Calgary Counselling & Psychology Centre Inc is a growing private psychology practice dedicated to providing exceptional, client-centered mental health care. Our team supports individuals, couples, and families through a wide range of mental health and life challenges.

As our practice continues to grow, we are seeking a motivated, organized, and business-minded Practice Manager to help oversee day-to-day operations, support an outstanding client experience, and contribute to the continued growth of the clinic.

About the Role

This is not a traditional office administration role.

We are looking for a proactive individual with an entrepreneurial spirit who enjoys taking ownership, solving problems, improving systems, and helping a growing organization succeed. The successful candidate will play a key role in clinic operations, client experience, team coordination, marketing initiatives, and practice growth.

As a growing practice, occasional flexibility may be required to address urgent operational matters, support special projects, attend events, or help ensure a high standard of client and team support. We value individuals who take ownership and are willing to go the extra mile when needed.

This position offers an excellent opportunity for someone who is looking to grow professionally and take on increasing leadership responsibilities as the practice expands.

Key Responsibilities
Practice Operations

• Oversee day-to-day clinic operations.
• Develop and improve systems, processes, and workflows.
• Coordinate scheduling, office operations, and operational priorities.
• Track key performance indicators and support operational planning.
• Maintain a professional, organized, and welcoming clinic environment.

Client Experience

• Serve as a primary point of contact for new and existing clients.
• Support billing, insurance coordination, and administrative processes.
• Ensure every client interaction reflects professionalism, warmth, discretion, and a high standard of care.

Business Development & Growth

• Drive and support marketing, referrals, community outreach, and business development initiatives to help drive clinic growth.
• Monitor performance metrics and identify opportunities for improvement.

Team Coordination

• Support recruitment and onboarding as needed.
• Assist with communication, scheduling, and operational support for clinicians.
• Promote a positive, professional, and collaborative workplace culture.

Qualifications
Required

• Experience in administration, office management, business development, operations, or a similar role.
• Strong organizational and problem-solving skills.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to manage multiple priorities and work independently.
• Strong initiative, accountability, and exceptional attention to detail.
• Experience with marketing, social media, business development, and/or community outreach.
• Comfortable learning new technology, software, and operational systems.
• Professional, positive, and client-focused approach.

Preferred

• Post-secondary education in Business Administration, Management, or a related field. Equivalent combinations of education and experience will be considered.
• Experience in healthcare or professional services.
• Experience with scheduling, billing, office management, or client coordination.
• Previous leadership or supervisory experience.
• Familiarity with practice management software or similar systems.

You Will Thrive in This Role If You

• Think like a business owner and enjoy helping a growing organization succeed.
• Take initiative and look for solutions rather than waiting for direction.
• Are resourceful, organized, and comfortable wearing multiple hats.
• Enjoy working with people and delivering exceptional client service.
• Are motivated by growth, learning, and continuous improvement.
• Take ownership and are willing to go the extra mile when needed.
• Want an opportunity to grow into a larger leadership role over time.

Compensation & Growth

We offer a competitive compensation package that includes a base salary of $30 - $32 per hour (depending on experience), performance-based incentives, a health spending account, and opportunities for professional growth and advancement as the practice continues to expand.

Schedule

• Full-time position (approximately 37.5 hours per week)
• Monday to Friday
• In-person at our Calgary clinic
• Occasional flexibility may be required outside regular business hours to support operational priorities, special projects, events, or time-sensitive matters

How to Apply

Please submit your resume and a cover letter addressing the following questions in max 400 words:

1. Why are you interested in this opportunity, and why do you believe you would be a great fit for the role?

2. Tell me about a time you helped improve or grow a clinic, department, or business. What specifically did you do, and what were the results? What part of that growth was directly attributable to your efforts?

Applications can also be emailed to intake@psycentre.ca

We thank you for your interest in applying for this role, but only shortlisted applicants will be contacted.

Pay: $30.00-$32.00 per hour

Expected hours: 37.5 per week

Benefits:

• Extended health care
• On-site parking
• Paid time off

Education:

• DCS / DEC (preferred)

Experience:

• Business development: 1 year (preferred)
• Social media marketing: 1 year (required)
• Professional Office/ Practice Management: 2 years (required)

Work Location: In person