Administrative Assistant to Manager
2 months ago
**Company** : IWK Health**:
**Req ID**:189125
**Department/Program**:Equity and Belonging, Clinical Care & Chief Nursing Executive
**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**: $22.3405**:
- **$27.9257 /hour
**Closing Date**: October 10, 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 Manager of Equity and Belonging, the Administrative Assistant provides high-level office managerial support. Working with mínimal supervision, the Administrative Assistant supports the multi-disciplinary team and functions as a primary point of contact responding to general information requests related to the office, or referring calls as appropriate. The Administrative Assistant contributes to a high-functioning team environment and provides administrative coverage in the absence of other support staff.
Key responsibilities include, but are not limited to:
- Coordination and scheduling of appointments upon direction and assembles/preparing background materials as needed.
- Drafting of routine correspondence for Manager's review/approval and proofreads/edits material for accuracy
- Establishing and maintaining a variety of information systems (filing, financial records, policies/procedures, etc.)
- Managing general office operations (supplies, equipment maintenance, environmental services, etc.)
- Arranging travel/accommodations, preparing travel request submissions and expense claim reports.
- Coordinates human resources activities within area of responsibility and liaises with Human Resources department, including posting positions, completing paperwork and arranging interviews
- Program orientation and training to new employees within the department, as required.
- Providing administrative support to committees chaired by the Managers and coordinating logistics for portfolio meetings.
- Assuming administrative responsibilities for ad-hoc projects and special functions as assigned.
**Hours of Work**:
Monday to Friday, 75 hours bi-weekly, as per operational requirements
**Your Qualifications**:
- Graduate of a recognized office administration program, business program or secretarial program required.
- Minimum three (3) years of experience providing administrative support to management level required. A combination of education, training and progressively responsible experience may be considered.
- Ability to work independently with minimum direction and/or supervision is essential.
- Superior organization and time management skills are required in order to prioritize and complete assignments in a manner that optimizes departmental effectiveness.
- Strong communication skills, both written and oral, are essential as well as excellent customer service skills.
- Demonstrated computer skills with an advanced working knowledge of Microsoft Office, PowerPoint, and Excel.
- Minimum keyboarding speed of 60 w.p.m. (testing may be conducted)
- Excellent judgment, diplomacy and discretion in handling confidential and/or sensitive materials is essential.
- Proven ability to act decisively and to exercise a high degree of initiative is required.
- Able to function effectively in a stressful environment where multiple deadlines and concurrent activities are the norm.
- Competency in other languages considered an asset.
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 bac
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