Administrative Assistant

2 weeks ago

Dartmouth, Canada Nova Scotia Health Authority Full time

**Req ID**:150170**
**Company: Nova Scotia Health**
**Location**:Central** Zone, **Nova Scotia Hospital**
**Department**:MHA CZ East Coast Forensic Hospital**
**Type of Employment**:Permanent** **Hourly FT** (**100%** FTE) x **1** position(s)**
**Status: MGMT/NON-Union** **Management/Non Union** Position**
**Posting Closing Date**:23-Feb-23**

Nova Scotia Health is the largest provider of health services in Nova Scotia, with some specialized services also offered to clients throughout Atlantic Canada. We’re on a mission to achieve excellence in health, healing and learning through working together, which is reflected in the hospitals, health centres and community-based programs we operate across the province. Our passionate team of professionals provides a variety of high-quality inpatient and outpatient services including academic, tertiary, and quaternary care, as well as continuing care, primary health care, public health, and mental health and addictions. Join a diverse team of innovators, collaborators and creative thinkers today.

**About the Opportunity**:
The Administrative Assistant is responsible for providing comprehensive administrative support to the Director by effectively coordinating the day-to-day operation of the Director’s office. 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 the health authority. This position provides additional support to individuals, committees or working groups as assigned, as well as supports other members of the MHAS Leadership Group as required. This position works closely with the Administrative Assistant to the Senior Director, MHAS.

Act as the first point of contact for the office of the Director and MHAS Leadership Group; handle routine inquiries, redirecting as necessary. Act as liaison between the offices of the Director, other Directors, Senior Director, other Senior Directors, Executive Directors, Vice Presidents, and other members of the executive team, Director and Department of Health & Wellness related to MHAS.

Specific Responsibilities Include:
- Schedule and prioritize the Director’s calendar, including what matters may be referred to others, gather and provide background material as required.
- Initiate a wide variety of meetings and events, prepare accompanying documentation, attend meetings as required, prepare and circulate minutes, and organize all meeting logistics and is competent in the use of meeting technologies.
- Organize travel and accommodation requirements and prepare travel request submissions and expense claim reports.
- Initiate and compose routine correspondence, administrative practice and guideline documents including preparation, edit and proofread documents submitted for the Director’s review, approval and/or signature
- Track and coordinate various issues and projects within the Director’s portfolio, which includes develop and maintain electronic follow-up, tracking and bring forward systems to ensure requests and inquiries are handled.
- Prepare, receive and process for approval and submission timesheets and other human resource requirements (vacation requests, performance appraisals, etc.) for the Director and his/her direct reports including establishing and maintaining appropriate electronic and paper files

**About You**:

- Post-Secondary diploma in a recognized office administration, business administration or secretarial program
- Undergraduate degree is an asset
- Minimum of 5-7 years of progressively responsible experience, providing administrative support and office coordination at the executive level, preferably within healthcare and within an integrated service model provided throughout several locations with multiple partners and stakeholders
- International Association of Administrative Professionals (IAAP) certification is an asset
- Excellent communication, interpersonal, prioritizing and organizational skills are required.
- Demonstrated competencies requiring advanced skills and abilities in all facets of modern office practices and technology and with information and meeting technologies
- Experience utilizing technology in meeting planning to create efficiencies and streamline tracking and retrieval of information.
- Excellent organizational and time management skills
- Competencies in other languages as asset, French preferred

**Hours**:

- Permanent Full Time position; 75 hours biweekly

**Compensation and Incentives**:
$22.31 - $27.88 hourly

**Once You've Applied**

Thank you for your interest in this position. Only those applicants selected for an interview will be contacted.

This is a Management/Non Union bargaining unit position. Preference is given to bargaining unit employees for unionized positions. Employees are encouraged to view their seniority hours and dates in their SuccessFactors online profile. Successful applicants changing

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