Job Title: Medical Office Administrator (MOA) Status: Full-time (1.0 FTE; Schedule: Monday – Friday, 8:00 a.m. – Location: The Newly Institute Calgary Clinic (#120, 2303 4 St SW, Calgary, AB T2S 2S7) The Newly Institute was founded to provide long-lasting change within the mental health industry, our community, and with our clients. We are leading a paradigm shift in the Canadian healthcare system by building a network of purpose-built mental health clinics across Canada. By fusing a bio-psycho-social-spiritual treatment model with medically managed therapies, our intensive outpatient programs provide rapid access, rapid resolution, and rapid return to work and healthy lifestyle programs for anxiety, depression, addiction, post-traumatic stress disorder (PTSD), trauma, and chronic pain.

We have an exciting chance for a Medical Office Administrator to join our innovative, purpose-driven, and multi-disciplinary clinical team. Competitive salary Four weeks annual vacation Health & wellness spending account Reporting to the Manager of Clinical Services, the Medical Office Administrator plays a key role in providing exceptional client service and administrative support with a fast-paced, multidisciplinary clinic environment. The role directly supports scheduling, billing, records management, and clinic operations.

As the first point of contact, you will help ensure a seamless experience while sharing our core values of communication, community, excellence, health, and innovation. Serve as the primary point of contact for clients, community partners, and external inquiries by phone and email. Schedule and coordinate in-person and virtual appointments, working closely with the Intake Coordinator and clinical team.

Welcome and orient clients to the clinic and provide outstanding customer service.



Billing & Financial Administration Create and manage client payment plans for private programs. Complete accurate billing for WCB, AHCIP, and other funding sources, including follow-up where needed.

Clinic Administration

Support daily clinic operations, including opening and closing responsibilities. Manage incoming and outgoing mail, monthly data submissions, office supplies, and general administrative tasks.

Technical Accountabilities: Coordinate virtual meeting and appointments, as required. Support client access to online platforms and digital services, including Pomelo and Homecoming. A minimum of two (2) years of experience in an office or clinic administration role in a fast-paced environment is required. A minimum of two (2) years of experience providing superior customer service and support is required.

Experience working in a public or private practice that provides mental health services is a significant asset.

Experience with WCB billing, online billing, and scheduling is an asset. ~ A high school diploma is required. A post-secondary diploma in Medical Office Administration or a similar field is an asset.

Technical Competences

Proficiency in the Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams is required. Proficiency with Electronic Medical Records (EMR) systems is also required.

Experience in Med Access EMR is an asset. DIVERSITY, EQUITY AND INCLUSION We welcome applicants of all races, colours, places of origin, ancestries, religious beliefs, genders/gender identities/gender expressions, sexual orientations, ages, sources of income, family/marital statuses, and physical and mental disabilities.

The Newly

Institute welcomes and encourages applications from persons with disabilities or those seeking accommodation based on any other protected ground. Accommodations are available on request for candidates taking part in all aspects of the selection process.

📌 Medical Office Administrator (Full-time) (Calgary)
🏢 The Newly
📍 Calgary