Administrative Assistant to Manager
Company: IWK Health
Req ID: 195321
Department/Program: Childrens Ambulatory Medical Care, Children's Medical Care
Location: Halifax
Type of Employment: Temporary Hourly FT long-assignment (100% FTE) until October 2025 x 1 position(s)
Start Date: ASAP
Union Status: Non-union, Management/Non Union Bargaining Unit
Compensation: $22.3405 - $27.9257 /hour
Closing Date: 22 January 2025 (Applications are accepted until 23:59 Atlantic Time)
This is not a designated position, however, preference will be given to qualified candidates who self-identify as Indigenous, Black/African Nova Scotians, Persons of Colour, Immigrants/Newcomers, Persons with Disabilities, and/or 2SLGBTQIA+. Please self-identify on your application.
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 that 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 proportion 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
Accountable to the Managers of the Children’s Medical Care Portfolios, the Administrative Assistant provides high-level support to the Managers and maintains a high degree of confidentiality with all issues. Responsibilities include, but are not limited to Creating written correspondence and proofreads/editing material for accuracy; Typing/transcribes reports photocopying and distributing them accordingly; Providing administrative support to committees chaired by the Managers/Manager Delegates; Providing logistic and organizational support for conference planning including arranging travel, booking, and expense recovery; Organizes and maintains electronic and hard copy filing system including personnel files and recruitment processes; Assists with budget tracking and monitors financial expenditures, as required; Assists in the development of reports, including gathering and compiling information; Answers telephone/e-mail inquiries and communicates messages and information accurately with follow-up, as appropriate; Other related duties as assigned. The Administrative Assistant also provides high-quality administrative and organizational support for the day-to-day operations of the Teams such as coordinating schedules, maintaining records and files, and providing organizational support to teams and committees.
Hours of Work
Monday to Friday; 7.5 hrs /day; 0830 – 1630
Your Qualifications
• Minimum High School Diploma or GED required
• Graduate from a recognized Office Administration Program required
• Minimum of three (3) years of related administrative experience preferred
• Keyboarding skills minimum of 40 wpm required, 60 wpm is preferred (testing may be conducted on candidates)
• Working knowledge of Microsoft Office and other computer programs/technology required (testing may be conducted on candidates)
• Experience with SAP including payroll entry and monthly financial reports as an asset
• Experience retrieving information from databases and pivot tables
• Experience with MEDITECH, LMS, and MAP an asset
• Excellent judgment and discretion in handling confidential and/or sensitive information
• Proven time management and problem-solving skills required
• Demonstrated strong organizational, communication, and interpersonal skills required
• Demonstrated initiative, self-motivation, and ability to work independently with minimal supervision required
• Demonstrated high regard for quality, accuracy, and attention to detail required
• Demonstrated ability to function effectively in a stressful environment with multiple deadlines and concurrent activities
• Previous experience in a healthcare environment is an asset
• Competencies in other languages are considered an asset
Where there are no qualified candidates who meet the minimum requirements, consideration may be given to those with relevant experience.
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 Management/Non Union 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.
If you are an employee of IWK Health, please apply through the internal careers page to ensure you are flagged as an internal applicant.
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