Administrative Assistant II

Click here to apply as an internal applicant.

Company : IWK Health

Req ID : 182110

Department / Program : Administrative Assistants & Pediatrics , Administrative Assistants & Pediatrics

Location : Halifax

Type of Employment : Permanent Hourly FT ( 100% FTE) x 1 position(s)

Start Date : ASAP

Union Status : NSGEU Off&Cler , Admin Professionals Bargaining Unit

Compensation : $ 23.1933 - $ 26.2435 / hour

Closing Date : June 18, 2024 (Applications are accepted until 23 : 59 Atlantic Time)

IWK Health is a respected academic health sciences centre located in Halifax, Nova Scotia, providing tertiary and primary care for two million children, youth, adults and families each year across the Atlantic region.

We have a team of approximately 4000 employees, physicians, volunteers and learners at sites across Nova Scotia . People build careers with IWK Health with our focus on training and mentorship opportunities.

We recognize each other’s talent and celebrate our successes. We collaborate in modern facilities or virtually from home, align our work to our values , and enjoy access to enhanced benefits and wellness programs.

We are proud to support our patients, families and communities and are grateful for the generous donor support we receive.

Promoting an anti-racist environment, and calling out discrimination as we work and provide care, is important to us. We are located in Mi’kma’ki, the unceded and ancestral territory of the Mi’kmaq people.

Working in Mi’kma’ki and providing care to those across Atlantic Canada is a shared privilege with the original inhabitants who have lived here for many thousands of years prior to colonization.

There are 13 First Nation communities across Nova Scotia, and more than 50 historic African Nova Scotian communities who also have a long, deep, and complex history dating back over 400 years.

We have the highest percentage of people with disabilities in the country. Nova Scotia has the highest proportions of transgender and non-binary people than any other province or territory in the country.

We are active in our work to eliminate discrimination, but have more work to do to build that trust, acknowledge our biases and reduce the barriers our diverse communities face.

We want IWK Health to be a safe and supportive space of equity and belonging in the care we provide and the employment we offer.

We welcome all interested persons who self-identify as Indigenous, Black / African Nova Scotians, Persons of Colour, Immigrants / Newcomers, Persons with Disabilities, 2SLGBTQIA+ to apply to support our goal for our workforce to be representative of the patients, families, and communities that we care for at all job levels.

The Opportunity

Reporting to the Chief Operating Officer, the administrative assistant provides support to the Department of Pediatrics Office of Postgraduate Medical Education and various Departmental Residency Programs.

• Responsibilities include, but are not limited to : Maintain and distribute schedules; Track resident memberships; Update resident files;
• Track resident rotations; Transcribe a variety of documents; Compile statistics; Reconcile financial ledgers and grant accounts;
• Prepare slides, posters and power point presentations; Retrieve journal and book articles from the library and internet;
• Make travel arrangements; Process claims; Enter data and maintain databases; Prepare agendas and minutes; Answer phone calls and emails;

Manage office filing system; Arrange meetings; Photocopy; Process mail; Liaise with outside organizations; Order supplies.

The responsibilities above are representative and should not be construed as all-inclusive.

Hours of Work

Monday Friday. Exact hours of work to be determined

Your Qualifications

• Minimum High School Diploma or GED required.
• Graduate of a recognized Office Administration Program required.
• Minimum 6 months related administrative experience required. One (1) year is

preferred.

• A combination of equivalent education and experience may be considered.
• Experience with Postgraduate and Undergraduate Medical Education programs

preferred.

Working knowledge of Microsoft Office and other computer programs / technology

required. (Testing may be conducted on candidates).

Keyboarding skills minimum of 40 wpm required, 60 wpm is preferred (testing may be

conducted on candidates).

• Excellent working knowledge of Excel and Adobe DC required.
• Medical terminology and dicta typing experience required.
• Experience scheduling appointments and meetings required.
• Experience taking and producing minutes required.
• High degree of initiative, diligence, attention to detail and self-discipline / focus required.
• Excellent multi-tasking, organizational and prioritization skills required.
• Demonstrated ability to work independently with minimal supervision required.
• Proven team player with excellent communication and interpersonal skills required.
• Demonstrated ability to respectfully work with a variety of inter-professional team

members required.

• Demonstrated proficiency and experience with Access Database preferred.
• Experience with bookkeeping preferred.
• Experience with One45 preferred.
• Experience in a related role in a health centre or university / academic environment

preferred.

Experience with Meditech, EndNote, Reference Manager, Outlook, PubMed,

DalMedix, Zoom, Adobe Acrobat, SAP and the internet an asset.

• Experience preparing grant applications, manuscripts, protocols and reports an asset.
• Experience organizing meetings and teleconferences an asset.
• Demonstrated experience using university and hospital libraries an asset.
• Experience with Dicta Typing an asset.
• Comfortable in a deadline driven environment.
• Committed to continual learning.
• Demonstrated commitment to Family Centered Care required.
• Competencies in other languages an asset

Thank you for your interest in IWK Health.

Please note that we only contact applicants selected for interview / testing. If we invite you to participate in an assessment process (such as an interview or testing) you have the right to request accommodation.

Please discuss your needs when invited to the assessment process.

This is a Admin Professionals bargaining unit position. Preference is given to bargaining unit employees for unionized positions.

Successful applicants changing unions, bargaining units or employment status, are advised to seek clarification regarding their seniority, benefits, and vacation entitlement and / or usage, prior to accepting the position.

An offer of employment is conditional upon the completion and satisfactory results of all applicable background checks and confirmation of credentials.

I f you are an employee of IWK Health , please apply through the internal careers page to ensure you are flagged as an internal applicant.