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Posting Reason:
Replacement of a regular positionJob Type:
EmployeeAnticipated Duration in Months (for contracts and temporary assignments):
N/AJob Family:
Business Operations# of Open Positions:
1Faculty/Service - Department:
Centre for Psychological Services and ResearchCampus:
Main CampusUnion Affiliation:
SSUODate Posted (YYYY/MM/DD):
2026/03/02Applications must be received BEFORE (YYYY/MM/DD):
2026/03/13Hours per week:
35Salary Grade:
SSUO Grade 09Salary Range:
$72 437,00 - $91 502,00About the Faculty of Social SciencesPosition Purpose
In accordance with the standards of the psychology profession and applicable legislation, ensure the coordination of the clinical activities of the Centre for Psychological Services and Research (CPSR), including the coordination of the case‑assignment process, the management of secure clinical systems, and support for administrative operations related to human, financial, and material resources.
In this role, your main responsibilities will include:
Coordination of Clinical Activities:
While respecting professional ethics in a psychological services setting, manage the case assignment process and case progression, the assignment of the emergency phone line, and ensure appropriate follow‑up. Serve as a subject‑matter expert regarding CPSR regulations and operational procedures for interns, trainees, clinical supervisors, the clinical training coordinators, and management. Train interns, trainees, administrative staff, and clinical supervisors in the administrative management of clinical files. Monitor clinical reports submitted to client files and assess the trainees’ performance in the administrative components of their responsibilities to ensure the delivery of high‑quality psychological services.
Financial Management:
Contribute to the planning, management, and monitoring of the CPSR’s operating budget and revenues, under the direction of the Senior Manager, CPSR, and the Faculty Finance Manager. Prepare and submit budget forecasts in accordance with established deadlines. Responsible for recovering testing fees and other administrative charges from administrative staff, teaching staff, and CPSR students.
Administrative Management:
Develop and manage electronic filing systems as well as the Electronic Medical Records (EMR) systems for CPSR clinical files. Responsible for quality assurance in record‑keeping in accordance with professional standards. Create, implement, and manage CPSR’s administrative methods and procedures to ensure efficient clinic operations while maintaining confidentiality of records. Develop and update tools for managing client accounts, forms, and databases to optimize CPSR processes. Produce and analyze reports generated from these tools.
Client Account Management:
Analyze the financial situation of all new patients to determine the fees associated with CPSR‑offered services based on the sliding fee scale. Assess clients with special circumstances requiring a fee review (e.g., personal bankruptcy), decide on the appropriate fee and payment method. Responsible for billing, managing accounts receivable, and following up on overdue accounts.
Support for Clinical Training:
Responsible for managing clinical laboratories, the secure audiovisual lab system, essential EMR systems used for clinical training, and an internal secure email system unique to the CPSR. Manage access parameters and relevant policies for secure systems to protect patient confidentiality, equipment integrity, and the integrity of clinical training.
Assistant to Management:
Act as a consultant to clients, management, clinical supervisors, trainees, interns, the internship coordinator, the practicum coordinator, and CPSR staff on administrative and financial matters. Ensure the application of academic regulations, university and faculty procedures, and standards for managing a training clinic. Coordinate CPSR meetings, prepare minutes, and ensure follow‑up on resulting decisions. Meet with clients and conduct follow‑ups regarding service or fee complaints.
Communications and Documentation:
Responsible for drafting CPSR administrative documents, including promotional materials, the CPSR guide, website updates, and contributing to the preparation of the annual report. Develop the data collection system, gather and compile CPSR client statistics, and analyze them in preparation for the annual report. Write and update internal procedure manuals. Prepare forms, correspondence, and all other documents related to CPSR activities, ensuring the confidentiality of their contents.
Management of Physical Resources:
In collaboration with the Faculty Dean’s Office, plan and organize the material and physical resources required for trainees and the spaces dedicated to research and teaching to ensure optimal use of CPSR‑designated spaces. Participate in the School of Psychology space management committee. Monitor and maintain inventory of clinical materials, communication systems, multimedia equipment, and CPSR furnishings (offices and therapy rooms), and ensure the preparation of the annual inventory report.
Management of Clinical Tests:
Responsible for the use of clinical tests such as the OQ (Outcome Questionnaire). Contribute to the evaluation of current tests to determine whether they remain valid. Act as liaison with the Purchasing Specialist for test procurement.
Inventory Control:
Act as liaison with the Faculty Purchasing Specialist for sector purchases. Monitor supply inventories and ensure the procurement of necessary supplies and materials for the proper functioning of the centre.
What you will bring:
Undergraduate degree in health administration or in a related field, or an equivalent combination of education and work experience
Minimum of 3 years of administrative experience in a clinical environment
Excellent interpersonal skills and crisis‑management abilities
Experience managing operations in a health/clinical environment or any setting requiring the exchange and protection of highly confidential information
Experience in planning, analyzing, and controlling budgets
Experience interpreting and applying regulations and procedures
Ability to develop and maintain productive and trustworthy professional relationships
Ability to work under pressure and manage difficult situations with professionalism
Demonstrated ability to respect diversity and adopt inclusive behavior, responding with sensitivity and self‑awareness to the unique needs of clients, including both visible and non‑visible dimensions of diversity
Excellent judgment, tact, and diplomacy
Experience using Electronic Medical Records (EMR) systems would be an asset
Experience with computerized systems and software such as Windows, Banner and FAST, databases, word processing, spreadsheets, presentation software, internet and email
Bilingualism in French and English, spoken and written
Key Competencies at uOttawa:
Here are the required competencies for all or our employees at uOttawa:
Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.
Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.
Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.
Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.
The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact hrtalentmanagement@uottawa.ca to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more.
If this is a front-line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.
Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 – Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.