Administrative Assistant

Job Summary

The Dalhousie Physiotherapy Clinic delivers exceptional physiotherapy services to Dalhousie’s students, athletes, faculty/staff and the general public utilizing an evidence-based treatment approach, creating innovative experiential learning opportunities for our students, and incorporating research-centered clinical practice. Reporting to the Clinic Manager, the Administrative Assistant will provide strong customer service and administrative support for the efficient and smooth running of the Dalhousie Physiotherapy Clinic. This position is primarily on the front desk throughout the shift and is therefore required to balance both reception and administrative duties continuously.

Key Responsibilities

• Provide a welcoming, professional experience for clients and colleagues; manage appointments online, in person, and by phone; answer calls and assist clients with inquiries, scheduling, and billing.
• Maintain accurate physical scanning and electronic patient charts; ensure required forms are completed and scanned into the EMR; use the EMR for scheduling, billing, filing, and reporting.
• Deliver administrative support to the Clinic Manager and staff, including scheduling meetings, preparing materials, taking minutes, coordinating documentation, drafting correspondence, and managing supplies.
• Support financial operations: assist with budget preparation and variance analysis; process charges, payments, and receipts; reconcile accounts; and prepare financial forms and entries.
• Prepare documentation for insurers and legal requests; support clinic audits in coordination with the Clinic Manager.
• Provide backup support by maintaining treatment area cleanliness, preparing equipment, assisting post-treatment cleanup, and setting up heat/ice as needed.

Note

Due to operational requirements, the successful applicant is required to work in-person on campus.

This position requires periods of time standing; repetitive reaching, bending, and lifting/carrying of objects up to 15 lbs. (from floor, waist and above shoulder level); and pushing/pulling of equipment; and at times working with cleaning solutions.

Required Qualifications

• Diploma in Business or Medical Administration plus approximately one to three years’ relevant experience, ideally in a public or private health clinic with a front facing public role (or equivalent combination of training and experience).
• Scheduling and billing experience is required. Must have strong interpersonal and communication (verbal and written) skills.
• Proven experience maintaining patient confidentiality.
• Must have demonstrated experience working independently in a busy clinic environment managing multiple tasks at once.
• Strong attention to detail and accuracy.

Assets

• WHMIS certification.

Job Competencies

The successful candidate is expected to demonstrate proficiency in Dalhousie’s competencies, in particular:
- Self-Awareness & Professionalism
- Integrity
- Respect & Inclusion
- Adaptability
- Knowledge & Thinking Skills

Additional Information

Dalhousie University supports a healthy and balanced lifestyle. Our total compensation package includes a defined benefit pension plan, health and dental plans, a health spending account, an employee and family assistance program and a tuition assistance program.

Application Consideration

Non-probationary bargaining unit employees (NSGEU local 77) are given priority consideration. All other applications will be considered when there is no qualified candidate from the bargaining unit.

We sincerely appreciate all applications and note that only candidates selected for an interview will be contacted directly by the hiring department or People and Culture.

Diversity Statement

Dalhousie University commits to achieving inclusive excellence through continually championing equity, diversity, inclusion, and accessibility. The university encourages applications from Indigenous Peoples of Turtle Island (especially Mi’kmaq), persons of Black/African descent (especially African Nova Scotians), and members of other racialized groups, persons with disabilities, women, persons identifying as members of 2SLGBTQIA+ communities, and all candidates who would contribute to the diversity of our community. In accordance with our Employment Equity Policy, preference will be given in hiring processes to candidates who self-identify as members of one or more of the equity-deserving groups listed above.