Clinic Operations Coordinator — Hybrid, Part-Time

Schedule & Pay

- Hours: 3-4 per day, 4-5 days/week (Monday to Friday); total hours: 12-15 hrs per week.

Role Snapshot
Be the operational heartbeat of Ruby Speech Therapy! You’ll streamline communication channels, onboard recent clients into our specialized services, direct them toward optimal therapy paths, orchestrate daily logistics for owners and clinicians, and maintain seamless clinic functionality. You thrive in agile environments, adapt rapidly to evolving needs, and uphold strict confidentiality. As a natural high performer, you’re poised for quick advancement, with this role potentially leading to supervisory responsibilities.

What You’ll Do

- Client communication & intake: Facilitate client onboarding consultations with professionalism; educate prospective clients on our tailored therapy options and guide them through initial assessments; establish efficient follow-up protocols to ensure smooth progression.
- Coordination: Optimize scheduling systems to align clinician availability with client demands, facilitating efficient resource allocation; handle logistics for therapy sessions, including room setups and material preparations; help plan and coordinate clinic events; Coordinate external partnerships with schools.
- Operations basics: Monitor and replenish clinic resources, coordinate supply procurement, and uphold a professional environment that supports therapeutic activities.
- Documentation & light reporting: Organize digital files in Google Drive for easy access; maintain simple trackers for operational needs.
- Financial oversight for efficiency: Prepare monthly invoices; track overdue invoices.
- Continuous improvement:



Rapidly integrate new tools and workflows, incorporate feedback to enhance processes, and contribute ideas for operational enhancements.

Must-Haves

- You’re fast and efficient at completing tasks.
- Communication: Confident, friendly, and clear with people; comfortable having direct, empathetic conversations when expectations, timelines, or costs need clarity.
- Responsiveness & reliability: Quick callbacks and messages; consistent follow-through.
- Confidentiality: Handles patient information correctly at all times.
- Tools: Strong Excel (pivots/lookups, filters, knows how to create a proper data table); solid Google Workspace (Drive organization, Docs/Sheets collaboration).
- Learning mindset: Adapts to new systems and procedures without friction.
- Availability to work in-person at the office. Open to having one day working from home.
- Completion of a Medical Office Assistant Certificate or Diploma preferred, or a degree in Business, Health Administration, Operations.

Nice to Have

- Experience in a therapy/healthcare setting or with an EHR/practice management system.

How to Apply
Send your resume (PDF format) and a cover-letter. Make sure to tell us:

- What makes you a high performer?
- What makes you a strong Excel user?
- Why do you want to work for us?

Job Type: Part-time

Pay: $18.00-$22.00 per hour

Benefits:

- Versatile schedule
- Paid time off

Application question(s):

- Are you able to work in the afternoons?
- Are you able to work on Saturdays or Sundays?
- We most likely will not consider candidates who do not submit a cover letter. Will you be submitting one?
- Are you an advance excel user? What functions do you know how to use?

Work Location: In person

📌 Clinic Operations Coordinator (St. Albert)
🏢 Ruby Therapy Services
📍 St. Albert