Administrative Assistant Ii, Dentistry

1 week ago

Halifax, Canada IWK Health Centre Full time

**Company** : IWK Health**:
**Req ID**:162330
**Department/Program**:Dental Clinic, Children's Health Program
**Location**: Halifax
**Type of Employment**:Temporary Hourly FT short-assignment (100% FTE) until 02/13/2024 x 1 position(s)
**Start Date**: ASAP
**Union Status**: NSGEU Off&Cler, Admin Professionals Bargaining Unit
**Compensation**: $20.3648**:

- **$23.1417 /hour
**Closing Date**: 21 August 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, Ambulatory Care & Regional Poison Centre, the Administrative Assistant I provides high-quality administrative and organizational support to the Dentistry Team. This position encompasses administrative support for the Chief of Dentistry, Dentistry Clinical Team and the Dalhousie Faculty of Dentistry Paediatric Dentistry Academic Program (IWK commitment). Responsibilities include, but are not limited to:

- Administrative Support (Clinical): (0.8FTE)- Administrative Support for the Chief of Dentistry including day-to-day organization of calendar, writing of reports, managing correspondence, arranging meetings, facilitation of events (regular and special), annual AFP reporting and meeting, Accreditation processes.
- Administrative Support for the Dentistry Care Team including Paediatric Dentists, Dental Residents, Clinical Leader and other support staff as required.
- Keeping track of and ensuring the meeting of daily, monthly, quarterly and annual deadlines and recurring events/requirements using Dentistry Annual Calendar.
- Coordinating and attending team, pediatric dentist group, operational, finance and departmental meetings, developing agendas, taking/producing minutes, and identifying action items.
- Word Processing and database entry for recurrent reports and clinical activity
- Clinical scheduling of vacations and on call for Paediatric Dentists, Residents and Dental Assistants.
- Working knowledge of registration, filing and telephone reception at front desk area to provide coverage or assistance if necessary.

Administrative Support (Academic) Dalhousie Faculty of Dentistry, Paediatric Dentistry): (0.2FTE)- Annual and Term scheduling of the paediatric dentistry components of academic commitments for IWK Dentistry.
- Coordination of scheduling (and any changes) with the clinical schedule working with the Director for the Paediatric Dentistry Undergraduate curriculum and the Dentistry Clinical Leader of Operations
- Administrative support for the Graduate Pediatric General Practice Residency Program (GPR) and the GPR Program Director
- Facilitation of exam scheduling (midterm and final) for all years; assist with revisions of dentistry exams/quizzes per course directors and entering of student marks using Brightspace. Act as a second exam invigilator as necessary.

**Hours of Work**:

- Monday-Friday: 0800—1600- On occasion, the hours of work will need to shift to accommodate meetings scheduled from 1700-1800h.

**Your Qualifications**:

- High School Diploma or G.E.D required.
- Graduate from a recognized Secretarial or Office Administration Diploma required.
- Minimum six (6) months related administrative experience required.
- An equivalent combination of education and experience may be considered for this position.
- Advanced working knowledge of computers including Outlook, Windows, Word, Power Point, Excel, Spreadsheet, Access Database, and Word Perfect required.
- Successful completion of a medical terminology course preferred.
- Demonstrated strong time management, analytical, and problem-solving skills required.
- Demonstrated excellent organization skills, strong communication (verbal & written) and interpersonal skills required.
- Demonstrated ability to prioritize workloads required.
- Demonstrated initiative; self-motivated and able to work with mínimal supervision/direction required.
- Demonstrated high regard for quality, accuracy, and attention to detail required.
- Demonstrated ability to work well with others and in an interprofessional team required.
- Demonstrated flexibility to meet workload demands required.
- Excellent judgment and discretion in handling confidential and/or sensitive information required.
- Working knowled

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