Administrative Assistant II, Respirology Clinic (Chest Clinic)

Company : IWK Health 

Req ID: 219212 
Department/Program: Chest Clinic, Children's Medical Care 
Location: Halifax   
Type of Employment: 12 months Hourly FT long-assignment (100% FTE) x 1 position(s)
 Start Date: ASAP
Union Status: NSGEU Off&Cler, Admin Professionals Bargaining Unit
Compensation: $23.3519 - $25.3918 /hour
Closing Date: April 23, 2026 (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 Manager, Children’s Inpatient and Ambulatory Medical Care, Administrative Assistant provides general administrative and organizational support to the Respirology Team. This position acts as a primary point of contact for the Respirology team and provide confidential administrative service with a high degree of organizational and communication skills.

Include but are not limited to:

• Coordinate and schedule Cystic Fibrosis (CF) clinics, and other Respirology clinics (e.g., Chest Clinics, Travel Clinics and Pulmonary Function Testing (PFT)). Includes coordinating additional required diagnostic tests and procedures (laboratory testing, diagnostic imaging, and specialized procedures)
• Coordinate hospital admissions and operating room procedures (e.g., bronchoscopies) through the Novari Access to Care (ATC) platform, liaising with families and interdisciplinary departments
• Provide front desk coverage and registration support for the Chest and Cystic Fibrosis Clinic
• Manage incoming phone calls, respond to patient inquiries, relay messages, and ensure appropriate follow-up
• Organize and support meetings, including preparing agendas, recording, and distributing minutes
• Maintain Chest/CF Clinic team communications, participating in quality improvement initiatives and ambulatory care team activities as required
• Provide administrative support to Allied Health staff (RNs, Dietitians, Pharmacists, Social Workers, Respiratory Therapists, and Physiotherapists), including Outlook calendar management
• Prepare and process reports, letters, forms, correspondence, and other clinical or administrative documentation
• Maintain office filing systems and ensure accurate processing of incoming and outgoing mail, faxes, and electronic records
• Scan and upload clinical documentation into the electronic patient health record system
• Coordinate purchase requisitions for respiratory and CF equipment and supplies, manage equipment inventory and returns, process and maintain MSI billing records, and track reimbursements to ensure accurate financial recovery
• Submit department facilities work orders and coordinate maintenance requests to ensure clinic spaces are safe and fully operational
• Perform other related duties as assigned

Hours of Work

Monday to Friday, 8:30 AM to 4:30 PM (onsite)

Your Qualifications

• Minimum of a High School Diploma or G.E.D. required.
• Graduated from a recognized Office administration, Business, or Secretarial Diploma Program required.
• A combination of education and experience will be considered.
• Minimum 6 months of experience in a related administrative/secretarial role is required;1 year of experience is preferred.
• Ideally in a health care research environment 
• Advanced working knowledge of MS Office programs required.
• Minimum keyboarding skills of 60 wpm required.
• Demonstrated initiative, self-motivated and able to work with minimal supervision required.
• Proven attention to detail, excellent organization, prioritization, and analytical skills required.
• Team player with strong interpersonal skills and flexibility in meeting workload demands required.
• Experience with OPOR-CIS and Novari ATC, Zoom and MS Teams preferred.

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.