Job Description

We're growing--and we need a superstar who makes things happen.

If you're the kind of operational leader who sees a messy process and immediately drafts a checklist, assigns owners, and follows through until it's done, you'll thrive here. You are self?directed, decisive, and kind; you take pride in your work; and you love building simple systems that help good people do great work.

About Us

At New Moon, we do therapy differently. We're a thriving Toronto?based practice specializing in trauma, relationship, and sex therapy. Our team provides inclusive, trauma?informed care in a warm, organized, collaborative environment. We're values?driven, sex?positive, and LGBTQ2S+ affirming.

The Role

We're hiring a Practice Operations Manager to lead our administrative team and own day?to?day clinic operations. You'll be the engine that keeps the practice running smoothly--protecting client experience, supporting therapists, and driving operational excellence as we scale.

This is a leadership role for someone building a career in operations/administration (not a path to becoming a therapist).

Status: Part?time, 25-30 hours/week
Location: Mostly on?site - this presence is required to support clinic needs and team rhythms.
Compensation: $25-$30 per hour

What You'll Own

Team Leadership & Delegation:

Lead the admin team with clarity. Set priorities, assign owners, create simple SOPs, and follow up to completion. Address performance issues promptly and professionally.

Clinic Operations:

Oversee scheduling, calendars, room utilization, and supply/space readiness so everything is welcoming and reliable.

Client Journey Oversight:

Ensure inquiries and intakes are handled with compassion and accuracy. Step in for escalations and maintain service SLAs.

Therapist Onboarding & Support:

Build streamlined onboarding for new therapists; ensure smooth integration with our systems and culture.

Communication Hub:

Keep the Clinical Director and admin team aligned. Translate priorities into plans, then into outcomes.

Light Bookkeeping:

Support invoicing, payment tracking, reconciliations, and follow?ups in coordination with our accountant.

System Improvement:

Spot bottlenecks and fix them--implement better workflows, templates, and automations. Document what you build.

Tools you'll use:

Jane, Zoho, Google Workspace, and other practice?management tools. (Experience with Jane/Zoho is an asset.)

What Success Looks Like (First 90 Days)

A clear admin team cadence (weekly priorities, task board, and simple SOPs) is in place. Inquiry?to?intake response time meets target (<= X hours) with consistent, compassionate messaging. Therapist onboarding is standardized with a checklist and timeline (<= X days from offer to first scheduled client). Scheduling accuracy is >= 99% with proactive conflict checks. Two high?impact process improvements are implemented (e.g., intake triage script, cancellation workflow, reporting dashboard).
(We'll refine exact targets together.)

You Are

Self?directed:

You don't wait for instructions--you propose a plan, get alignment, and drive it to done.

Accountable:

You set clear owners and due dates, and you follow through.

Organized & systems?minded:

You love turning recurring tasks into simple checklists and templates.

A steady communicator:

Calm, clear, and compassionate with clients and colleagues.

Growth?oriented:

You enjoy feedback, iterate quickly, and take pride in craftsmanship.

Must?Haves

2+ years in a leadership/management role (clinic/healthcare experience is a plus but not required). Proven ability to delegate, hold people accountable, and navigate tough conversations respectfully. Strong problem?solving and decision?making skills; you can zoom from details to big picture. Tech?savvy with scheduling/practice tools; comfortable learning new platforms. Commitment to sex?positive, LGBTQ2S+ affirming, trauma?informed care.
Important: We are not accepting applications from individuals currently enrolled in MACP or MSW programs. We're seeking someone committed to growing in an administrative and leadership capacity. As our practice grows, we would love our Practice Manager to grow with us!

Why Join New Moon

Shape the systems and culture of a growing, values?driven practice. Meaningful mission + real autonomy to build and improve. Supportive leadership that values clarity, trust, and follow?through.

How to Apply (Read Carefully)

We do NOT accept applications through Indeed.

Email

hello@newmoonpsychotherapy.ca

with:

Your resume/CV, and Briefly share the following (bullet points are fine):
1) Admin Experience: Settings, scope, and key responsibilities.

2) People Leadership: Who you led, for how long, and examples of delegation + accountability.

3) Process win: A workflow you improved--what changed and the outcome (time saved, errors reduced, client impact).

4) Availability: Confirm 25-30 hours/week and preferred days/times.

5) Short reflection: Tell us about a time you took ownership of a messy situation, got organized, and saw it through. What made you proud of the outcome?

Email subject line:

I make things happen - Practice Operations Manager

Only applications submitted via email will be reviewed.

Job Type: Part-time

Pay: $25.00-$30.00 per hour

Expected hours: 25 - 30 per week

Work Location: In person