Research-Clinic Assistant, Eye Care Team

Company : IWK Health

Req ID: 222551 
Department/Program: Eye Care Clinic/Team & Dalhousie, Children's Medical Care 
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: $23.3404 - $29.1757 /hour
Closing Date: June 18, 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

The combined Research-Clinic Assistant will provide high quality research support to Dr. Johane Robitaille. Specifically, the Research-Clinic Assistant will assist Dr. Robitaille in coordinating her research activity as well as her clinical activity at the Ophthalmology clinic. Responsibilities include, but are not limited to:

• Maintaining, updating, formatting, producing clinical and research documents such as online common CV documents and various progress reports, patient searches, including collecting data from a variety of sources to produce or update the documents.
• Maintaining databases and reference materials, collecting research articles, including retrieving journal and book articles from the Internet as well as grant/research-related information.
• Providing data management assistance with data entering, maintaining databases, such as SPSS and REDCap databases, preparing data sets for analysis, conducting and/or monitoring questionnaire scoring, and other data entry tasks, and conducting simple descriptive and inferential statistics on data, assistance in research grant proposals, letters of intent, manuscript formatting, citations and online submissions, etc.
• Managing research ethics board submissions and renewals and assisting with closure requirements or transfer of research studies.
• Assisting with research projects according to specific study protocols, helping to identify and recruit participants, completing training on study protocols, conducting telephone screenings and scheduling research participant appointments, guiding participants through study procedures, obtaining consent of study participants, administering research questionnaires, and following up with research participants and their families, including liaising during studies and reporting back to research participants at the end of studies.
• Making travel arrangements for external guests, including booking and processing claims and expense recoveries and coordinating payments and reimbursements, managing and ordering supplies.
• Clinic activity specifically: Booking and coordinating Adult and Pediatric OR’s, including pre and post op clinic appointments with Orthoptists, tech and consulting services, etc. as needed.

Additional Responsibilities

• Answering phone calls and email messages promptly, relaying messages, processing incoming/outgoing mail and composing correspondence, typing/transcribing reports and correspondence, establishing and maintaining office filing systems to ensure efficient storage and retrieval of material, filing and processing documents, photocopying and delivering documents as needed, liaising with clinic and research personnel, including external personnel, to manage communications as indicated.
• Scheduling, coordinating, and maintaining appointments, meetings, events (including rooms, catering & equipment as needed); preparing agendas; attending meetings and recording, transcribing, and distributing minutes; preparing slides, posters and Power Point presentations; transcribing a variety of documents (letters, memos, reports, research-related applications, etc.); liaising with outside organizations and colleagues (including via a list serv).
• Updating and maintaining an electronic calendar and website
• Updating and maintaining a website.
• Complete Clinic billings using MOM / Accuro software

Hours of Work

Monday to Friday 8:30-4:30, 37.5 hrs per week

Your Qualifications

• Graduate of a recognized Secretarial/Office Administration Diploma Program or Diploma in Business is required
• Experience in a research environment required; an equivalent combination of education, training and experience may be considered.
• Administrative/secretarial experience required; an equivalent combination of education and experience may be considered.
• Familiarity with Accuro or MOM  billing system an asset
• Experience in a related role in a health center or university/academic environment preferred, bookkeeping an asset.
• High degree of computer literacy and advanced working knowledge of computer programs, including Windows, Outlook, Microsoft Word, Excel, PowerPoint, and REDCap as well as Adobe Acrobat, SPSS data analysis, and internet resource use required.
• Experience using university and hospital libraries, including experience with EndNote/Refman/Refworks programs for referencing, formatting, article retrieving, and library management an asset.
• Good working knowledge of various office equipment (i.e., fax, photocopier, scanner etc.) required.
• Demonstrated excellent organizational skills, communication and interpersonal skills, attention to detail, initiative, and ability to work with minimal supervision and productively within a team required.
• High regard for quality, accuracy, attention to detail and flexibility to meet workload demands required.
• Experience preparing research grant applications, manuscripts, protocols and reports an asset.
• Excellent problem-solving skills and the ability to communicate effectively, both verbally and in writing.
• Ability to prioritize workload and meet deadlines
• Willingness to maintain & update skills & knowledge
• Ability to maintain confidentiality of all family & employee information
• Competencies in other languages an asset; French 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 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.