Program Administrative Coordinator, Rcp

3 weeks ago

Halifax, Canada IWK Health Centre Full time

**Company** : IWK Health**:
**Req ID**:155656
**Department/Program**:Reproductive Care Program, Healthy Populations & Provincial Initiatives
**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**: $28.8914**:

- **$36.1142 /hour
**Closing Date**: May 3, 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**:
The Program Administrative Coordinator is responsible for providing comprehensive, confidential and high quality support to the RCP and the Rh Program teams. This support includes the administrative and business functions of the Programs, including financial management, developing and carrying out operational processes within the offices and for provincial initiatives, providing administrative assistance for specific projects that arise, and providing assistance to the Program Manager as required. The Program Administrative Coordinator ensures that tasks are guided by Program priorities and dealt with promptly and efficiently.
- Responsible for the financial accounting and accurate reporting of budget, preparing purchase/cheque requisitions, analyzing expenditures and variance reports for the Reproductive Care and Rh Programs and project accounts (i.e. trust accounts) and providing updates to the Program Manager for review. These responsibilities require proficiency in preparing budgets and running reports using the SAP system.
- Ensures accurate coding of payroll entries for all employees of the Program and applies knowledge of various union contracts and changes as they occur, scheduling of vacations, etc.
- Acts as signing officer on trust accounts and expenditures.
- Provides regular financial updates to the Program Manager, supports regular (at least quarterly) financial reporting requirements within the IWK Healthy Populations and Provincial Initiatives Program, and prepares ad hoc reports for partner agencies on all budget expenditures, projections and areas of concern.
- Liaises with various members of the IWK Finance Staff regarding Reproductive Care Program budget, changes, re-allocation of funds, trust accounts and expenditures.
- Supports Program HR functions by preparing and/or processing timesheets, vacation requests, performance development forms, interview schedules, staffing change forms, network access forms, etc. under the direction of the Program Manager.
- Makes travel arrangements for RCP staff traveling within or outside the province.
- Coordinates the process for review, proof-reading, distribution and dissemination of all provincial guidelines, provincial chart forms, Nova Scotia Atlee Perinatal Database Coding Manuals and RCP newsletters/e-news submissions.
- Coordinates all administrative activities for large scale education programs, e.g. Advanced Labour & Risk Management (ALARM), Acute Care of at Risk Neonatal (ACoRN) and other standardized education programs delivered by RCP.
- Coordinates Program, provincial and national meetings as needed, including selecting venues, organizing and disseminating materials, making travel arrangements, and taking minutes.
- Provides orientation and information on administrative policies and procedures to new employees.
- Liaises with Halifax Professional Centre Building Management staff regarding matters requiring attention: heating, cleaning and maintenance etc.
- Works independently on all aspects of the role, managing own workload and exercising autonomy and control while recognizing when it is appropriate to seek advice and assistance.

**Hours of Work**:
Monday to Friday, (some evenings and weekends required).

A hybrid work schedule may be available.

**Your Qualifications**:

- High School Diploma or G.E.D. required.
- Post-Secondary Diploma in a recognized office administration, business administration or secretarial program required.
- Undergraduate degree in a related field is preferred.
- Minimum 3 years progressively responsible experience, and experience providing administrative support, including event/meeting management as well as and office coordination, preferably in a health care, academic or research environme

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