Administrative Assistant III, Department of Pediatrics

The Opportunity

The Administrative Assistant III provides comprehensive administrative and operational support to the Division of General Pediatrics and the Division Head. The position requires a high degree of organization, accuracy, initiative, discretion and independent problem-solving in a complex clinical and academic environment.

The Administrative Assistant III works closely with physicians, nursing, allied health, administrative staff, learners, patients and families, as well as multiple departments and programs across IWK Health and Dalhousie University. The position plays an important role in supporting the efficient functioning of the Division and its clinical, academic and operational activities.

Responsibilities

Physician Scheduling and Clinical Coordination

• Maintain complex physician calendars with a high degree of accuracy and attention to detail.
• Coordinate physician clinical commitments, meetings, academic responsibilities and other scheduled activities, proactively identifying and resolving scheduling conflicts.
• Develop and maintain an electronic system for physician call scheduling, including coordinating changes and ensuring timely and accurate communication of schedule updates.
• Communicate with patients and families regarding appointments, scheduling and related administrative matters.
• Maintain accurate and current scheduling records and related documentation.

Associate Physician Program

• Provide administrative coordination for the Associate Physician Program within General Pediatrics.
• Coordinate administrative aspects of recruitment and onboarding of Associate Physicians.
• Maintain program policies, procedures, orientation materials and other required documentation.
• Maintain organized and current documentation required for accreditation.

Divisional and Operational Support

• Provide administrative and operational support to the Division Head and General Pediatricians.
• Maintain accurate divisional operational documents, distribution lists, policies, procedures, schedules and other resources, ensuring information remains accurate and current.
• Support the implementation and ongoing maintenance of divisional processes and operational initiatives.
• Anticipate and troubleshoot administrative and operational issues and participate in efforts to improve clinical efficiency and divisional functioning.
• Assist in developing clear, accessible process documents, workflows, presentations and visual materials to support new and existing divisional processes.

Meetings and Committee Support

• Coordinate meetings involving participants with complex clinical and academic schedules.
• Prepare and distribute agendas, meeting materials and supporting documentation.
• Attend designated meetings, accurately record and distribute minutes.

Academic and Dalhousie University Support

• Provide administrative support for the Division's academic activities and responsibilities with Dalhousie University.
• Assist with the preparation and coordination of presentations, educational materials, reports and other academic documents.
• Coordinate academic meetings, presentations and divisional educational activities.

Hours of Work

Monday to Friday, 7 hours per shift, option of 0700-1500h or 0800-1600h or 0900-1700h, hybrid option

Your Qualifications

• Minimum High School Diploma or G.E.D. required.
• Post-secondary education in Office Administration, Business Administration, or a university or college program is preferred. An equivalent combination of education, training and experience may be considered  .Related administrative experience is considered an asset.
• Demonstrated proficiency with Microsoft Office applications, including Outlook, Word and Excel, with strong technological aptitude and the ability to quickly learn, adopt and effectively use new electronic systems and digital workflows.
• Exceptional organizational and prioritization skills, with demonstrated ability to manage complex schedules, competing demands, changing priorities and deadlines with a high degree of accuracy.
• Demonstrated initiative and problem-solving skills, including the ability to anticipate needs, independently resolve issues within the scope of the role, and recognize when escalation is required.
• Excellent written and verbal communication and interpersonal skills, including the ability to prepare clear, accurate and professional correspondence, meeting minutes, process documents and other materials.
• Demonstrated ability to work effectively and collaboratively with physicians, interprofessional teams, patients and families
• Demonstrated professionalism, judgment and discretion in handling confidential and sensitive information.
• Experience with Canva or similar design tools and an ability to create clear, professional process documents and visual materials is considered an asset.
• Experience with SharePoint, Adobe or other document-management and collaboration applications is considered an asset.
• Experience supporting health-care, academic, accreditation or program activities is considered an asset.