Administrative Support Coordinator

ABOUT THE JOB:

This position will provide administrative support to CMHA’s new Psychiatry Services program. The Psychiatry Services program represents one tier of a provincial stepped care continuum for anxiety and depression. Reporting to the Lead, Integrated Community Response for Depression & Anxiety, the Administrative Support Coordinator will be responsible for administrative and technical support tasks to assist with day-to-day operations and to support the psychiatric physicians providing patient services within the program.

DUTIES & RESPONSIBILITIES:      

Responsibilities include, but are not limited to:

Provides administrative support to the Psychiatry Services program to assist physicians in providing optimal patient care. 

Act as primary administrator of the Collaborative Health Record (CHR) to:

Receive, review, and process incoming patient referrals received by fax, email, and telephone, ensuring referrals are accurately documented, tracked, and maintained within electronic and manual filing systems

Conduct preliminary review of referrals to confirm completeness and basic eligibility criteria and forward documentation to appropriate clinical staff to support patient intake and service coordination.

Distribute, collect, and organize patient questionnaires, consent forms, and related documentation, maintaining accurate and accessible client records in accordance with program requirements.

Enter and update referral and patient information in electronic systems to support clinic workflows.

Assist with referral triage and assignment to appropriate providers under the direction of clinicians and/or program managers.

Schedule and confirm patient appointments for individual and group services, including virtual and in-person visits, and maintain appointment calendars and program waitlists as required.

Ensures timely and complete correspondence with patients and referring family physicians

Provides reception services for physicians delivering in-office visits, greeting clients, responding to inquiries by telephone and in person, and directing clients, physicians’ offices, and external stakeholders to appropriate resources or staff as required.

Responds to routine information requests related to Psychiatry Services programs from clients, physicians’ offices, partner organizations, and the public. Provides general information about program services and policies and refer complex issues to physicians or designated staff.

Responds to technical and database queries as they relate to the Psychiatry Services CHR.

Performs duties including entering client information and preparing correspondence, reports, charts, tables, letters, presentation materials, and program documentation from rough drafts, general instructions, or electronic recordings using software applications such as Microsoft Word, Excel, PowerPoint, and database systems.

Maintains electronic and manual filing systems for client records and program documentation. Performs record management duties such as setting up and maintaining filing systems, indexing records, retrieving files as requested, and ensuring client data within the clinical health record (CHR) database is accurate and up to date.

Ensures physician practice administrative needs are monitored and supported, including coordinating documentation, maintaining registers and manuals, and organizing materials required for program operations. Support data monitoring for quality assurance purposes.

Ensures the completeness and accuracy of program records to support reporting on key performance indicators such as referral volumes and characteristics, wait times, and number of client encounters. Gathers and compiles program statistics and maintains related data to support ongoing monitoring, quality assurance, and program evaluation activities.

Liaises with internal teams and external partners, including the BounceBack® administrative teams, to coordinate step-up and step-down mechanisms for appropriate clients and ensure continuity of service.

Other administrative or technical duties as assigned.

ABOUT YOU:

The successful candidate will bring well-developed administrative skills to organize and administer medical practice support functions. Must be able to demonstrate good interpersonal skills, attention to detail, resourcefulness and excellent knowledge of office support technologies and programs including MS Office skills, video conferencing, and electronic medical record platforms.

QUALIFICATIONS AND EXPERIENCE:   

Education and Experience

Completion of Grade 12/high school diploma is required.

At least two years’ experience as a Medical Office Assistant or similar role providing administrative support in a mental health clinic setting.

Knowledge and Skills

Proficiency in medical and psychiatric terminology.

Previous customer/patient support experience in the mental health field.

Familiarity with licenses and operations for Zoom for Health Care through Doctors of BC.

Well-developed administrative skills to organize and administer office support functions.

Intermediate knowledge of office support technologies and proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)

Exceptional attention to detail and follow-through.

Knowledge of lived experiences for those with mental health conditions.

Knowledge of cultural diversity, including Indigenous perspectives and experiences.

Ability to work independently as well as collaboratively with physicians and other team members.

Strong multi-tasking and organizational skills to prioritize, organize and meet deadlines.

Resourcefulness and innovation to solve challenges.

WORKING CONDITIONS:

This is a 1-year term position, and work hours are from 8:30 am to 4:30 pm Monday through Friday.

This is an in-person position located at the CMHA BC office in Downtown Vancouver.

The Administrative Support Coordinator is a unionized position with the Health Services and Support – Community Subsector Association.

The rate of pay is between $24.76 - $26.38 per hour.

HOW TO APPLY:       

Please submit your resume along with a cover letter, clearly documenting how you satisfy the requirements outlined in this job posting to Administrative Support Coordinator - Vancouver Branch by 5:00 pm. on March 31, 2026.

The subject line should mention "Administrative Support Coordinator".

We regret that only short-listed candidates will be contacted to schedule an interview.

CMHA, BC Division is committed to our workforce reflecting the diversity of the communities within which we work. As such, we encourage applications from persons with disabilities, members of visible minorities, First Nations, Inuit, and Métis people, people of all sexual orientations and genders, and others who may contribute to the diversity of our staff. Personal experience with mental illness and or addiction, either through self or a loved one, is an asset.

ABOUT US:

Founded in 1918, The Canadian Mental Health Association (CMHA) is a national charity that helps maintain and improve mental health for all Canadians. As the nation-wide leader and champion for mental health and addiction, CMHA helps people access the community resources they need to build resilience and support recovery from mental illness and/or addiction.

We respectfully acknowledge xʷməθkʷəy̓ əm (Musqueam), Skwxwú7mesh (Squamish), səl̓ilwətaʔɬ (Tsleil-Waututh), Lkwungen (Songhees) and Wyomilth (Esquimalt) peoples on whose traditional, unceded lands the CMHA BC offices are located.