Position Overview:
Jabr’s Center for Autism is seeking a highly organized, compassionate, and professional Administrative Assistant / Clinical Coordinator to support the daily operations of our centre.
The successful candidate will coordinate clinical schedules, support client intake, communicate with families, maintain confidential records, and collaboratewith a multidisciplinary team. This position requires excellent communication, strong organizational abilities, attention to detail, and confidence managing multiple priorities in a busy clinical environment.
Key Responsibilities:
- Manage day-to-day administrative and clinical coordination activities.
- Coordinate appointments for Speech-Language Pathologists, Occupational Therapists, Psychologists, ABA Therapists, and other clinical professionals.
- Maintain clinicians’ calendars, schedule meetings, manage appointment changes, and resolve scheduling conflicts.
- Conduct client intake and collect all required personal, clinical, funding, and service information.
- Match families with appropriate clinicians based on assessment findings, service needs, availability, and funding.
- Educate families about available services, insurance coverage, funding options, documentation requirements, and centre policies.
- Serve as a primary point of contact for parents and caregivers, providing timely assistance, problem-solving, and professional customer service.
- Respond to telephone calls, emails, inquiries, cancellations, and scheduling requests.
- Support the recruitment, onboarding, scheduling, and coordination of ABA Therapists and therapy assistants.
- Assist with planning and coordinating ABA, speech therapy, and seasonal programs or camps.
- Prepare schedules, program materials, administrative documents, and family communications.
- Maintain accurate and confidential electronic medical records.
- Use clinical management systems such as Owl Practice, Jane App, or similar scheduling and electronic medical record software.
- Monitor documentation requirements and follow up with families or clinicians regarding outstanding forms.
- Coordinate staff meetings, parent meetings, assessments, and clinical appointments.
- Work closely with multidisciplinary clinicians to support smooth and timely service delivery.
- Develop positive relationships with families while maintaining professional boundaries, confidentiality, and ethical standards.
- Complete general administrative duties, including data entry, filing, document preparation, correspondence, and record management.
- Follow all centre policies, privacy requirements, and applicable professional and legal standards.
Required Qualifications and Skills:
- Previous experience in administration, clinical coordination, healthcare, therapy services, or a related setting.
- Experience with client intake, appointment scheduling, and calendar management.
- Strong proficiency with scheduling and client-management systems.
- Experience using electronic medical records.
- Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
- Excellent verbal and written communication skills.
- Strong interpersonal and customer-service abilities.
- Excellent organizational, time-management, and multitasking skills.
- Ability to coordinate multiple clinicians, appointments, and service locations.
- Strong problem-solving skills and attention to detail.
- Ability to work independently and collaboratively within a multidisciplinary team.
- Understanding of family-centred care.
- Compassionate and culturally sensitive approach when supporting children and families.
- Ability to maintain confidentiality and demonstrate professional and ethical judgment.
- Knowledge of autism services, ABA therapy, speech therapy, occupational therapy, or psychology services is considered an asset.
Required Certifications and Documents:
- Valid First Aid and CPR-C Certification.
- Current Vulnerable Sector Check.
- Legally authorized to work in Canada.
Preferred Experience:
- Experience using Owl Practice.
- Experience using the Jane App.
- Experience working in an autism centre, therapy clinic, healthcare setting, or multidisciplinary practice.
- Familiarity with the Ontario Autism Program, private insurance, and other funding options.
- Experience supporting recruitment, onboarding, and staff scheduling.
- Experience coordinating meetings, clinical appointments, assessments, or therapy programs.
Ideal Candidate:
The ideal candidate is dependable, proactive, detail-oriented, and comfortable communicating with families and clinical professionals. They can manage abusy schedule, anticipate operational needs, resolve concerns calmly, and maintain a welcoming and professional environment.
Pay: $22.00-$28.00 per hour
Work Location: In person
