Administrative Assistant

2 weeks ago

Halifax, Canada Nova Scotia Health Authority Full time

**Req ID: 151914**
**Company: Nova Scotia Health**
**Location: Central** **Zone, Halifax Infirmary Robie Street Entrance - QEII**
**Department: Research, Innovation and Discovery**
**Type of Employment: Temporary** Hourly FT long-assignment** (100%** FTE) x 1** **position(s)**
**Status**:Management/Non Union** Position**
**Posting Closing Date: 7-Apr-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.

Nova Scotia Health’s Research, Innovation and Discovery portfolio is transforming health care delivery and improving the health of all Nova Scotians by leading initiatives that deliver high-impact health care solutions and developing strategic partnerships with clinical champions, industry, healthcare foundations, governments and academic partners. By pairing leading researchers, innovators, and clinicians with entrepreneurs through our newly formed Health Innovation, Research and Discovery Hub, their creative solutions are improving health and health care while also contributing directly to Nova Scotia’s economy.

Reporting to the Director, Research Business Development, 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 executive assistants and administrative assistants within the portfolio and across the Nova Scotia Health. This position provides additional support to individuals, committees or working groups as assigned.

**Communication**:

- Act as the first point of contact for the office of the Director; 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.
- Act as liaison between the Director and community based / external organizations.
- Coordinate communication throughout the portfolio of the Director.
- Demonstrate excellent relationship management as the first point of contact for calls from clients, families, health team members, government, external service providers and the public.

**Meeting Coordination**:

- 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.

**Information Management and Retrieval**:

- Review all incoming correspondence, prioritizing and redirecting as appropriate.
- Initiate and compose routine correspondence, administrative practice and guideline documents
- Prepare, edit and proofread documents submitted for the Director’s review, approval and/or signature.
- Prepare and edit PowerPoint presentations and other documents as required by the Director, establishing and maintaining appropriate electronica and paper files.
- Prepare and edit spreadsheets as required by the Director.
- Set up and maintenance of any required shared drives and/or shared intranet sites

**Tracking and Coordination**:

- Track and coordinate various issues and projects within the Director’s portfolio. Develop and maintain electronic follow-up, tracking and bring forward systems to ensure requests and inquiries are handled.
- Establish and maintain a variety of information systems, including document filing (both electronic and paper), policy/procedure/record keeping, data collection and retention systems. Ensure appropriate schedule of review is undertaken.
- Prepare, receive and process for approval and submission timesheets and other human resource requirements (vacation requests, performance appraisals, etc.) for the Director’s and their direct reports including establishing and maintaining appropriate electronic and paper files.

**Office Administration**:

- Prepare purchase/cheque requisitions and petty cash withdrawals, resolv

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