Administrative Assistant to Director, Precision Medicine

Company : IWK Health

Req ID: 193620 
Department/Program: Precision Medicine, Diagnostic Services & Maritime Medical Genetics 
Location: Halifax  
Type of Employment: Permanent Hourly FT (100% FTE)  x 1 position(s)
 Start Date: ASAP
Union Status: Non-union, Management/Non Union Bargaining Unit
Compensation: $23.7832 - $29.729 /hour
Closing Date: MArch 25, 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 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

Breakthroughs in Precision Medicine are transforming healthcare by incorporating the power of genome sequencing for the diagnosis and treatment of genetic conditions. Precision Medicine spans all medical subspecialties, integrating genetic profile information into patient care journeys across the Maritimes. 

Medical genetics and genome diagnostics are becoming increasingly vital in healthcare, providing critical information that enables targeted and novel therapies for disease treatment and prevention across all age groups and clinical specialties. 

The primary goal of the Precision Medicine program area, aligned with the province of Nova Scotia’s Action for Health strategy, is to provide our patient population with timely and appropriate access to medical genetics services and genetic testing related to treatment. This initiative unifies multiple, separate but interconnected clinical and diagnostic laboratory services at IWK Health into an integrated model of care through the IWK Maritime Centre for Precision Medicine. With a common governance structure, its strategic priorities focus on transforming the delivery of genetics and genomic diagnostic services for patients of all ages across the Atlantic region.

The Administrative Assistant is the primary point of contact for Precision Medicine leadership, providing support in the 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 management. The Administrative Assistant has a partnership relationship with management 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 Precision Medicine leadership; reviews and responds to all incoming correspondence and inquiries, bringing attention to issues of particular relevance or urgency.
• Develops and maintains processes for issues management; keeping management appraised of events/information that affect workflow and service delivery.
• Initiates and composes routine and complex correspondence; as well as proofreads and edits material submitted for management’s signatures and use.
• Acts as liaison between management and 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.
• Coordinates payroll for assigned staff.
• Coordinates human resource activities within the area of responsibility and liaises with the HR Department.
• Provides administrative support to selected committees under the responsibility of management 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, 75 hours biweekly; flexibility of hours may be required. Hybrid work arrangements are available.

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 norm.
• 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 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, Outlook (calendar, email) is required.
• Knowledge and experience using SAP is an asset.
• 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 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.