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Administrative Assistant to Director, People
4 months ago
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Administrative Assistant to Director, People & Organization Development Req ID: 182080
Department/Program: People & Organization Development , People and Organization Development
Location: Halifax
Type of Employment: Temporary Hourly FT short-assignment ( 100% FTE) up to 6 months x 1 position(s)
Start Date: ASAP
Union Status: Non-union , Management/Non Union Bargaining Unit
Compensation: $ 23.7832 - $ 29.729 /hour
Closing Date: 9 June 2024 (Applications are accepted until 23:59 Atlantic Time)
This is not a designated position, however, preference will be given to qualified candidates who self-identify as Indigenous, Black/African Nova Scotians, Persons of Colour, Immigrants/Newcomers, Persons with Disabilities, and/or 2SLGBTQIA+. Please self-identify on your application.
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 proportion 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 OpportunityReporting to the Director, People & Belonging, the Administrative Assistant provides confidential, administrative service with a high-quality of organizational and communication skills to assist and support the Director in ensuring the efficient and effective operation of the program/service on a daily basis. The Administrative Assistant to the Director functions as a primary point of contact for the Director’s office and provides support and oversight for administrative operations and all related activities. Contributing to the effective functioning of the office of the Director by ensuring high-quality standards are met and maintained in regard to documentation and communications originating from this office. Ensures seamless communication with the Director’s office with staff and internal/external customers. Ensures business of the Director’s office is conducted in a fiscally responsible manner.
Key responsibilities include, but are not limited to:
• Serve as initial contact/resource person for the Director; review and respond to all incoming correspondence and inquiries, bringing attention to issues of particular relevance or urgency.
• Schedules and prioritizes the Directors’ calendars and prepares background material for daily meetings.
• Develops and maintains processes for issues management; keeping the Director appraised of events/information that affect workflow and service delivery.
• Initiates and composes routine and complex correspondence; as well as proofreads and edits materials submitted for the director's signature and use.
• Acts as liaison between Directors and the Executive Leadership team, direct reports, and all other internal or external customers.
• Establishes and maintains a variety of information systems.
• Manages general office operations (orders supplies, equipment maintenance, environmental services, claim expenses reports, directs mail, maintenance of filing system).
• Prepares purchase/cheque requisitions and resolves invoice discrepancies.
• Organizes travel/accommodations, preparing travel request submissions and claim expense reports.
• Coordinates payroll for assigned staff.
• Provides administrative support to selected committees under the responsibility of the Director and serves on committees or task forces as assigned.
• Provides coordination and administrative support for ad-hoc projects as assigned.
• Coordinates/organizes logistics for large meetings, conferences, and functions as required.
Monday to Friday; 75 hours bi-weekly; flexibility of hours may be required. Hybrid work arrangements are available.
Your Qualifications• Graduate of a university-level Business Administration program or a recognized Office Administration, Business, or Secretarial program required.
• Minimum of three (3) years of administrative experience supporting senior-level management required.
• A combination of education, training, and progressively responsible experience may be considered.
• Administrative experience in a healthcare environment is preferred.
• Ability to work independently with minimum direction and/or supervision is essential.
• Must have the ability to function effectively in a stressful environment where multiple deadlines and concurrent activities are the norm.
• Excellent judgment, diplomacy, and discretion in handling confidential and/or sensitive materials are essential.
• Proven ability to act decisively and to exercise a high degree of initiative is required.
• Superior organization and time management skills are required to prioritize and complete assignments in a timely manner.
• Demonstrated adaptability as well as flexibility in creating/suggesting alternative solutions to meet goals is required.
• Must possess a strong business sense; understanding the business implications of decisions.
• Strong communication skills, both written and oral, are essential as well as excellent customer service skills.
• Strong knowledge and experience using MS Word, Excel, PowerPoint, SharePoint, and Outlook (calendar, email) is required.
• Knowledge and experience using MEDITECH, SuccessFactors, esource, SAP, and Meeting Planner is an asset.
• Competencies in other languages are an asset.
Where there are no qualified candidates who meet the minimum requirements, consideration may be given to those with relevant experience.
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.
I f you are an employee of IWK Health , please apply through the internal careers page to ensure you are flagged as an internal applicant.
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