Administrative Assistant to Director, Digital and

2 weeks ago

Halifax, Nova Scotia, Canada IWK Health Centre Full time

Company:

IWK Health**:

Req ID:182431

Department/Program:
Digital and Client Services, Digital and Client Services

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: 16 June 2024 (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 Director, Digital and Client Services, the Administrative Assistant is responsible for providing confidential and comprehensive administrative and project support by effectively coordinating the day-to-day operation of the Director as well as assisting the managers within the portfolio, as required.

Managers within the portfolio include the Manager, Clinical Engineering; Manager, Environmental Services and Sustainability; Manager, Food Services, Clinical Nutrition, and Business Development; Manager, Information Technology and Telecommunications; as well as the Project Manager.

The position coordinates all administrative activities, establishes administrative procedures and guidelines, and acts as a liaison with the administrative assistants within the portfolio and across IWK Health.

This position provides additional support to committees or working groups as assigned, as well as supports other members of the Digital and Client Services department as required.

This role works with the Director and Managers in the coordination and approval of documents including financial and legal documents while ensuring proper policies are adhered to.

This role also assists in the procurement of technology and equipment, which includes submitting purchase requisitions through SAP.

Key Responsibilities

  • Communications support and coordination within a virtual/hybrid working arrangement
  • Coordinates and schedules appointments/meetings and assembles/prepares background material upon request
  • Provides administrative support for the Human Resource needs of the unit including posting positions, completing paperwork, checking references, arranging interviews, assisting with onboarding, coordination of performance management reviews and attendance management
  • May enter payroll information into the respective time system and assist with the collection of direct report timecards
  • Provides project support in relation to assisting with research, assisting in preparing reports, and presentations, as required
  • Provides administrative support in relation to the Board of Director and Board of Director subcommittee meeting reports and other reports and presentations as required
  • Provides administrative support for team meetings, committees, or working groups as required; takes meeting notes/minutes and coordinates logistics for meetings, including appointments, room bookings, and virtual technological requirements
  • Oversight of the Digital and Client Services content on the intranet, policy website, and other team documents
  • Coordinates Director and Managers approval of various documents, invoices, etc
  • Reviews and drafts correspondence, determining the priority of the communication, bringing to Director and Managers attention issues of particular relevance or urgency. Redirects material to appropriate departmental officials for draft preparation or response. Maintains a followup system to ensure redirected requests have been handled
  • Demonstrate excellent relationship management and a superior customer service focus as the first point of contact from internal and external stakeholders and partners
  • Establishes and maintains a variety of information systems, including document filing, policy/procedure/record keeping, data collection, and retention systems to ensure efficient storage and retrieval of materials
  • Ensures appropriate schedule of policy and procedure review is undertaken

Other Responsibilities:

  • Arranges travel/accommodations, coordinates expense reports, and performs other administrative duties as requested
  • Manages general office operations (supplies, equipment maintenance, environmental services, etc.) as required
  • Reviews monthly departmental financial reports and repor

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