Administrative Assistant II, Division of Neurology, Department of Pediatrics, Medicine

Company : IWK Health

Req ID: 169642 
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: $23.6572 - $26.7684 /hour
Closing Date: December 11, 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, 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 of Pediatrics and the Head of the Division of Neurology, in the Department of Pediatrics, the Administrative Assistant provides high quality support to designated members of this Division as assigned.  Responsibilities include, but are not limited to:  Answering phone calls and email messages;  Preparing patient referrals; Transcribing a variety of documents; Preparing grant proposals; Scheduling and organizing meetings; Preparing agendas and minutes; Preparing teaching material;  Maintaining physician schedules; Arranging travel and processing claims; Liaising with outside organizations, physicians and health professionals; Assisting with travel clinic arrangements; Maintaining and reconciling financial accounts; Maintaining office filing system; Photocopying; Data entry; Arranging teleconferences and other web-based meetings;  Ordering supplies;  Other duties as assigned. 

Hours of Work

Monday – Friday, Hours TBD

Your Qualifications

    Minimum High School Diploma or G.E.D. required.
    Graduate of a recognized Office Administration Program required.
    Minimum six (6) months related administrative experience required.  One (1) year is preferred.
    A combination of equivalent education and experience may be considered.
    Working knowledge of Microsoft Office and other computer programs/technology required.
    Keyboarding skills minimum of 40 wpm required, 60 wpm is preferred. (Testing may be conducted on candidates).
    Excellent multitasking, organizational and prioritization skills required.
    Demonstrated ability to respectfully work with a variety of inter-professional skills required.
    Proven team player with excellent communication and interpersonal skills required.
    High degree of initiative, diligence, attention to detail and self-discipline/focus required.
    Committed to continual learning and willing to share knowledge and support development of co-workers.
    Experience organizing conferences, meetings, and guest visits required.
    Knowledge of medical terminology and dicta typing experience required.
    Experience in Meditech, Zoom, Microsoft Teams, Outlook, PubMed, DalMedix, SAP, Endnote, Sharepoint, Adobe and the internet an asset.
    Experience in preparing research grant applications, manuscripts, protocol and reports an asset.
    Experience in bookkeeping an asset.
    Committed to continual learning.
    Demonstrated experience using university and IWK libraries an asset.
    Demonstrated commitment to Family Centred Care is 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. 

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