About this role
Contract Administrative Assistant — Bear Roots Psychology
Company Description
Bear Roots Psychology is a mental health practice dedicated to providing compassionate, dedicated psychological services to Indigenous clients throughout Alberta. We focus on creating a supportive, inclusive environment where clients feel heard, respected, and empowered in their healing process. Bear Roots Psychology values collaboration, professional integrity, and clear communication in all aspects of care and operations. Team members are encouraged to contribute ideas that enhance client experience and improve practice efficiency. The practice is growing and seeks professionals who are organized, dependable, and aligned with our mission of accessible, high-quality mental health support.
Role Description
The Contract Administrative Assistant is a remote, contract-based role supporting day-to-day operations at Bear Roots Psychology and its therapist. Hours will vary between 4–10 hours per week depending on practice needs, with two mandatory admin team meetings per month. This position begins as a trial period, with the opportunity to transition to an ongoing contract based on fit and performance.
Responsibilities include managing client inquiries via phone and email, scheduling and confirming appointments, and maintaining accurate records in practice management systems. This role also involves clerical tasks such as data entry, document preparation, and digital file organization, along with billing-related follow-up and insurance verification support as needed. Depending on need, the role may expand to include executive administrative support to practice leadership, such as calendar management, report preparation, and coordinating virtual meetings.
The ideal candidate is detail-oriented, responsive, comfortable working independently in a remote environment, and able to uphold confidentiality and professional standards at all times.
We are committed to Indigenous employment and encourage applicants to self-identify as First Nations, Métis, or Inuit in their application. Preference may be given to qualified Indigenous candidates.
Qualifications
• Strong administrative and executive administrative assistance skills, including calendar management and task prioritization
• Being familiar with NIHB (Non Insured Health Benefits), Indian Residential Schools Resolution Health Support Program billing is an asset
• Familiarity with resources for Indigenous clients within communities, especially reserves surrounding Calgary area
• Professional phone etiquette and clear communication skills when interacting with clients, providers, and partners
• Solid clerical skills, including data entry, document preparation, and digital file organization
• Proficiency with common office and practice management software (e.g., email tools, spreadsheets, scheduling platforms)
• Reliability, discretion, and the ability to maintain client confidentiality in accordance with privacy regulations
• Strong time management skills and comfort working independently in a remote, contract-based setting
• Previous experience in a healthcare or mental health setting is beneficial, as is familiarity with insurance and billing workflows
• Familiarity with Owl Practice booking system would be an asset
• High school diploma or equivalent required; additional education or training in administration or healthcare is an asset
Hours: 4–10 hours/week (variable), plus 2 mandatory admin meetings per month
Contract Type: Trial period, transitioning to ongoing contract
Pay: $30/hour
Application: Send resumes to hewtoncounselling@gmail.com & mallory@bearrootspsychology.com