Administrative Assistant II

IWK Health Centre

Aug 2

Applications are closed

Job
Full-time
Entry & Junior Level
People, HR & Administration
Halifax

Requirements

Minimum High School Diploma or GED 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.
Experience with Postgraduate and Undergraduate Medical Education programs preferred.
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 required).
Strong working knowledge of excel required.
Experience scheduling appointments and meetings required.
High degree of initiative, diligence, attention to detail and self-discipline/focus required.
Excellent multi-tasking, organizational and prioritization skills required.
Proven team player with excellent communication and interpersonal skills required.
Demonstrated ability to work with a variety of inter-professional team members required respectfully.
Experience with One45 preferred.
Experience organizing events, travel, case conferences, meetings, guest visits and teleconferences an asset.
Experience with Dalhousie’s promotion and tenure process preferred.
Experience with Dalhousie University and IWK financial systems an asset.
Experience in SAP and Microsoft Outlook an asset.
Comfortable in a deadline-driven environment.
Committed to continual learning.
Experience with graphic design an asset.
Experience taking and producing minutes an asset.
Demonstrated commitment to Family Centered Care required.
Competencies in other languages an asset.

Responsibilities

Reporting to the Chief Operating Officer, the Administrative Assistant provides administrative support to designated members of the Division of Rheumatology. Responsibilities include but are not limited to: Transcribing a variety of documents; Compiling statistics; Reconciliation of financial ledgers; Retrieving journals and book articles from libraries and the Internet; Managing medical student rotations; Taking minutes and preparing agendas; Coordinating travel clinics; Payroll entry; Preparing cheque requisitions; Liaising with outside organizations and physicians, including via a list server; Scheduling appointments and meetings; Maintaining physician schedules and appointments; Organizing meetings; Filing; Preparing claims; Answering phone calls and emails; Processing mail; Composing correspondence; Entering data and maintaining databases; Photocopying; Ordering supplies. The responsibilities above are representative and should not be construed as all-inclusive.

FAQs

What is the location of the Administrative Assistant II position?

The position is located in Halifax, Nova Scotia.

What is the employment type for this position?

The position is a Permanent Hourly Part-Time (100% FTE) role.

What are the working hours for this position?

The working hours are 70-hours bi-weekly, with exact hours to be determined.

What are the compensation details for this position?

The compensation ranges from $23.1933 to $26.2435 per hour.

What is the closing date for applications?

The closing date for applications is August 18, 2024, at 23:59 Atlantic Time.

What educational qualifications are required for this position?

A minimum High School Diploma or GED is required, along with a graduate of a recognized Office Administration Program.

How much administrative experience is required?

A minimum of six months of related administrative experience is required, with one year preferred.

What skills are emphasized for this role?

Skills required include proficiency in Microsoft Office, strong organizational and multitasking abilities, attention to detail, and excellent communication skills.

Is experience in medical education programs preferred for this role?

Yes, experience with Postgraduate and Undergraduate Medical Education programs is preferred.

Are there any preferred experiences listed for candidates?

Preferred experiences include using One45, organizing events and meetings, and familiarity with Dalhousie’s promotion and tenure process.

Does IWK Health promote diversity in its hiring practices?

Yes, IWK Health promotes a diverse workforce and encourages applications from Indigenous, Black/African Nova Scotians, Persons of Colour, Immigrants/Newcomers, Persons with Disabilities, and the 2SLGBTQIA+ community.

What are the expectations regarding continual learning for this position?

The candidate is expected to be committed to continual learning.

Is there any specific software experience required for this role?

Experience with SAP and Microsoft Outlook is considered an asset for this position.

Are applicants required to undergo background checks?

Yes, an offer of employment is conditional upon the completion and satisfactory results of all applicable background checks and confirmation of credentials.

IWK Health Centre

Science & Healthcare

Industry

1001-5000

Employees

Mission & Purpose

IWK Health is an internationally recognized academic health sciences centre located in Halifax, NS dedicated to the highest standards of patient and family-centred care, research and education. The IWK is an integral part of the region’s communities, caring for a population of two million women, children, youth and families across Nova Scotia, Prince Edward Island and New Brunswick, and providing sub-specialty care to residents of Newfoundland & Labrador. As one of two provincial health authorities in Nova Scotia, the IWK is shaping, cultivating and stewarding the health agenda for families and has charted an ambitious course to world-class outcomes. MISSION: To passionately pursue a healthy future for women, children, youth and families VALUES: Safe, Compassionate Care through Leadership, Innovation, Integrity, and Partnerships