Lead Coordinator, Centre Psychological Services and Research

Position 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.

• 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…