Office Administrator, Ccfv

2 weeks ago

Halifax, Nova Scotia, Canada IWK Health Centre Full time

Company :

IWK Health**:

Req ID:158749

Department/Program:
CCFV, Research Services

Location:
Halifax

Type of Employment:
Temporary Hourly FT long-assignment (100% FTE) for 1 year x 1 position(s)

Start Date:
June 2023

Union Status:
Research, Management/Non Union Bargaining Unit

Compensation:
$22.5622**:

- **$ /hour

Closing Date:
June 14, 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.


The Opportunity:


Reporting to the Manager, Staffing and Administration at the Canadian Centre for Vaccinology (CCfV), the Office Administrator provides administrative and communications support to CCfV and ongoing research studies, and additional tasks/duties required to ensure the efficient operational effectiveness of the Center.


Responsibilities include:

  • Ensure effective operational flow of onsite activities by managing the direct phone line, forwarding calls, and taking messages as needed, and providing general administrative support (faxing/scanning/copying) for research and/or overall CCfV activities.
  • Maintain office inventory: paper orders, office supplies, and water.
  • Provide committee support: proactively maintain meeting schedules, coordinate meetings, prepare packages, and take minutes
  • Support the clinical activities of the Pediatric Infectious Diseases Division by scheduling meetings, providing administrative services to clinical staff, collecting, and distributing patient consult requests as needed, and other general administrative functions as required
  • Provide general administrative support to Research Coordinators, Project Managers, and other CCfV staff as requested
  • Serve as point person for CCfV photocopiers and Xerox machines: entering new codes, usernames, meterreadings, and breakdowns/repairs
  • Maintain and update long distance phone and postal codes for new studies
  • Manage outgoing mail/packages, including doing daily mail pickup and arranging for registered mail/couriers
  • Provide facilities maintenance support by submitting/tracking work orders and locksmith requests
  • Maintain secure file maintenance and storage via Iron Mountain
  • Assist with the completion of research reports for internal and external stakeholders as necessary
  • Assist with data collection for annual reports and publications databases as required
  • Assist with special event/conference planning
  • Provide back up support for, and work collaboratively with, other members of the administrative team as necessary

Hours of Work:

Monday to Friday; 8:00 am - 4:00 pm; 7.5 hours shifts

Your Qualifications:

  • Bachelor's degree education in administration, communications, or related field
  • 2+ years of relevant experience within a university, hospital, or comparable environment in a research setting
  • An equivalent combination of education and experience may be considered
  • Experience in academic administration strongly preferred
  • Working knowledge of project management fundamentals
  • Excellent oral and written communication skills
  • Advanced knowledge of Microsoft Office (Word, Excel, PowerPoint, Access, MS Project) and Adobe Acrobat; knowledge of Endnote software an asset
  • Exceptional interpersonal skills with the ability to establish and maintain positive working relationships with internal and external clients; able to work cooperatively and effectively with others to set goals and resolve problems
  • Excellent communication skills; able to speak, listen and write in a clear, confident, thorough, and timely manner using appropriate and effective communication tools and techniques
  • Effective time management and decisionmaking ability to set priorities based on deadlines (both internal and external); demonstrated capacity to manage multiple priorities with mínimal supervision
  • Highly resourceful and adaptable with problemsolving
  • Strong attention to detail
  • Organization and planning skills, including developing a work schedule, monitoring progress towards goals, and tracking details, data, information, and activities
  • Able to work both independently and as part of a team
Thank you for your interest in IWK Health.

Please note that we only contact applicants selected for interview/testing. If we invite y

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