Administrative Assistant to Director needed at IWK Health Halifax, Nova Scotia, Canada – Apply now

Company : IWK Health

Req ID: 158015

Department/Program: Children's Medical Care , Children's Health Program

Location: Halifax

Type of Employment: Temporary Hourly FT long-assignment ( 100% FTE) for 18 months x 1 position(s)

Start Date: ASAP

Union Status: Non-union , Management/Non Union Bargaining Unit

Compensation: $ 22.9756 – $ 28.7195 /hour

Closing Date: 4 June 2023 (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, phys icians, 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

The Administrative Assistant supports the Director, Children’s Surgical, Emergency and Rehabilitation Services, and Director, Children’s Medical Critical Care and Rehabilitation Services as the primary point of contact for the office, providing execution of administrative operations, analytical assistance, and coordination of all administrative matters. The Administrative Assistant performs highly complex, confidential, and analytical assignments with only general direction provided by the Directors and has an exceptionally strong command of all administrative matters associated with the Directors’ office. The Administrative Assistant has a partnership relationship with the Directors such as there is 100% confidence in the skills and qualities of the Administrative Assistant.

Key Responsibilities Include, But Are Not Limited To

• Serves as initial contact/resource person for the Directors; reviews and responds to all incoming correspondence and inquiries, bringing attention to issues of particular relevance or urgency.
• Schedules and prioritizes the Directors’ calendars and prepares background material for daily meetings.
• Develops and maintains processes for issues management; keeping the Directors appraised of events/information that affects workflow and service delivery.
• Initiates and composes routine and complex correspondence; as well as proofreads and edits material submitted for the directors’ signature and use.
• Acts as liaison between Directors and the Executive Leadership team, direct reports, and all other internal or external customers.
• Establishes and maintains a variety of information systems.
• Manages general office operations (orders supplies, equipment maintenance, environmental services, claim expenses reports, directs mail, maintenance of filing system).
• Prepares purchase/cheque requisitions and resolves invoice discrepancies.
• Organizes travel/accommodations, preparing travel request submissions and claim expense reports.
• Coordinates payroll for assigned staff.
• Coordinates human resource activities within the area of responsibility and liaises with HR Department.
• Provides administrative support to selected committees under the responsibility of the Directors and serves on committees or task forces as assigned.
• Provides coordination and administrative support for ad-hoc projects as assigned.
• Coordinates/organizes logistics for large meetings, conferences, and functions as required.

Hours of Work

Monday to Friday, 8am – 4pm; however, early mornings and evenings are required so flexibility is essential

Your Qualifications

• Graduate of a University level Business Administration program or a recognized Office Administration program required
• Minimum of three (3) years of administrative experience supporting senior-level management required
• A combination of education, training, and progressively responsible experience may be considered
• Ability to work independently with minimum direction and/or supervision is essential
• Must have the ability to function effectively in a stressful environment where multiple deadlines and concurrent activities are the norms
• Excellent judgment, diplomacy, and discretion in handling confidential and/or sensitive materials are essential
• Proven ability to act decisively and to exercise a high degree of initiative is required
• Superior organization and time management skills are required in order to prioritize and complete assignments in a timely manner
• Demonstrated adaptability as well as flexibility in creating/suggesting alternative solutions to meet goals is required
• Must possess a strong business sense; understanding the business implications of decisions
• Strong communication skills, both written and oral, are essential as well as excellent customer service skills
• Strong knowledge and experience using MS Word, Excel, PowerPoint, SharePoint, and Outlook (calendar, email) are required.
• Knowledge and experience using SAP and Meeting Planner is an asset
• Competencies in other languages an asset

T hank 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. Additionally, as per Nova Scotia’s COVID-19 Vaccine mandate, any offer of employment will be conditional upon submitting proof of full vaccination status. Medical exceptions or any other kind of requested exception based upon the Health Centre’s obligations pursuant to the Nova Scotia Human Rights Code will be considered on a case-by-case basis

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.