Job Title: Office Administrator

Location: 4 Cataraqui Street, Kingston, Ontario

Type: Full Time (37.5 hours per week) Monday-Friday 9:00am-5:00pm

Job Summary: We are seeking a highly organized and detail-oriented Office Administrator to join our team at a busy ABA (Applied Behaviour Analysis) clinic in Ontario.

The Office

Administrator will play a vital role in supporting clinical operations by managing client intake, coordinating staff and client schedules, maintaining office supply inventory, and preparing materials used in therapy sessions. This role is central to ensuring the clinic runs smoothly and efficiently while supporting families and clinical staff.

Responsibilities -Office Administrator:

Intake Coordination

- Respond to inquiries from new families and referral sources in a professional and timely manner
- Facilitate the intake process, including gathering client information and coordinating intake meetings and assessments
- Ensure client documentation is complete, accurate, and stored securely in accordance with privacy legislation (PHIPA)

Scheduling
- Assist in creating and maintain schedules for therapists, supervisors, and clients using clinic software
- Coordinate cancellations, make schedule adjustments, and ensure adequate staff coverage
- Communicate schedule changes to staff and families as needed
- Track client and staff hours

Office Administration & Supply Management
- Prepare client invoices and follow up on outstanding payments
- Maintain inventory of office and clinic supplies (e.g., paper, printer ink, hygiene products, program materials)
- Order, receive,



and organize supplies as needed within budget guidelines
- Manage clinic documents, filing, uploading and general administrative tasks
- Support the organization of team meetings, training sessions, and events
- Print, laminate, cut, and assemble therapy materials as requested by the clinical team
- Maintain organization of program bins, data sheets, and visuals used in therapy
- Assist with preparation for new client start-ups and transitions between programs
- Assisting with organizing and maintaining cleanliness of clinic before and after therapy sessions

Qualifications:

- Post-secondary education in office administration or a related field (Office Administration Diploma Office Admin – Gen or Office Admin – Legal/Health Services) required
- 3 years previous administrative experience (in a clinical, healthcare, or educational setting is an asset)
- Familiarity with ABA terminology and services is an asset, but not required
- Experience working with children and families considered an asset
- Proficiency in Microsoft Teams & Office Suite (Word, Excel, Outlook) and Quickbooks invoicing required
- Excellent communication, time management, and multitasking skills




- Ability to work independently and as part of a collaborative team
- Solid attention to detail and discretion with confidential information
- CPIC with vulnerable sector check

Physical Requirements: Office-based within a clinical setting, with occasional physical demands for material preparation and clinic organization (e.g., bending, lifting bins, boxes, etc.)

Compensation: Hourly Wage: $26.00 plus 4% vacation pay

Health Saving Account (HSA) after 3 months

If interested in joining our team please send your resume to [email protected]. Successful applicants will be contacted for an interview at our earliest convenience.

CWC is an inclusive, compassionate, evidence-based service provider dedicated to increasing the wellness of all children in the community through educating, empowering and supporting children, caregivers and professionals. We are seeking applicants who embrace our values of equity, diversity, inclusion and accessibility. We encourage candidates from indigenous, and equity seeking groups such as those from Black and racialized communities, people with disabilities, women and 2SLGBTQ+.

Should you require any accommodation during the recruitment process, please advise us on how we can accommodate you with your application or contact us at [email protected].

Pay: From $26.00 per hour

Expected hours: 37.5 per week

Education

- DCS / DEC (required)

Experience:
- Administrative: 2 years (required)

Work Location: In person

📌 Office Administrator (Kingston)
🏢 Children's Wellness Centre
📍 Kingston