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Administrative Assistant

4 months ago

Halifax, Canada Dalhousie University Full time

**Position Details**:

- Position Information**Position Title**
- Administrative Assistant

**Department/Unit**
- Physiotherapy

**Location**
- Halifax, Nova Scotia, Canada

**Posting Number**
- S303-23

**Employee Group**
- NSGEU Local 77

**Position Type**
- Term

**Duration of Contract (if applicable)**
- 1 year

**Employment Type**
- Full Time

**Full-time Equivalency (FTE)**
- 1

**Salary**
- $23.70 - $30.06 per hour ($43,142- $54,716 per annum, 35 hours per week)

**Classification**
- C5

**Provisional Statement**
- This is a provisional classification. Formal classification procedures will be initiated by the Job Design Unit in approximately six months.

**About Dalhousie University**
- Dalhousie University is Atlantic Canada’s leading research-intensive university and a driver of the region’s intellectual, social and economic development. Located in the heart of Halifax, Nova Scotia, with an Agricultural Campus in Truro/Bible Hill, Dalhousie is a truly national and international university, with more than half of our almost 21,000 students coming from outside of the province. Our 6,000 faculty and staff foster a vibrant, purpose-driven community, that celebrated 200 years of academic excellence in 2018.

**Job Summary**
- The School of Physiotherapy, within the Faculty of Health, has established the Dalhousie Physiotherapy Clinic to deliver exceptional physiotherapy services to Dalhousie’s students, athletes, faculty/staff and the general public utilizing an evidence-based treatment approach, creating innovative experiential learning opportunities for our students, and incorporating research-centered clinical practice. Reporting to the Clinic Manager, the Administrative Assistant/Receptionist will provide strong customer service and administrative support for the efficient and smooth running of the Dalhousie Physiotherapy Clinic. This position is on the front desk throughout the shift and is therefore required to balance both reception and administrative duties continuously.

**Key Responsibilities**
- Ensure a welcoming and professional reception for clients and co-workers alike. Schedule appointments on-line, in person or by telephone. Answer phones, greet and assist clients throughout their appointment. Respond to general inquiries and assist clients with problems such as scheduling and billing.
- Prepare, organize, and maintain both physical and electronic patient charts used for daily appointments. Ensure clients complete necessary forms; scan forms to clients’ electronic medical records (EMR). Use Clinic’s EMR program to schedule, track billing, electronic filing and reporting.
- Provide a variety of administrative support to the Clinic Manager, physiotherapists, and other support staff. This includes booking meetings, preparing agendas and materials, taking minutes; coordinating clinic documentation; drafting and formatting letters; monitoring and procuring office and clinic supplies.
- Assist the Clinic Manager in compiling budget forecasts; draft annual budget documentation. Complete monthly budget variance reviews. Process client charges, collect payments, issue receipts. Reconcile receivables and invoices. Prepare and submit cheque requisitions, deposit advice forms and journal entries.
- Prepare files and charts requested by insurance providers or law firms. Assist the oversight of clinic audits from insurers with clinic manager.
- In a back-up capacity, ensure treatment area cleanliness, including laundry and treatment area organization; set up and prepare equipment and clean up after clients’ treatment; and set up and provide patients with heat or ice.

**Note**
Due to operational requirements, the successful applicant is required to work in-person on campus.
This position does require periods of time standing; repetitive reaching, bending, and lifting/carrying of objects up to 15 lbs. (from floor, waist and above shoulder level); and pushing/pulling of equipment; and at times working with cleaning solutions.

**Required Qualifications**
- Business or Medical Office Administration diploma plus approximately three to five years’ relevant experience, ideally in a health clinic or university environment (or equivalent combination of training and experience).
- Scheduling and billing experience.
- Must have strong interpersonal and communication (verbal and written) skills.
- Proven experience maintaining patient confidentiality.
- Must have demonstrated experience working independently in a busy clinic environment.
- Strong attention to detail and accuracy.

**Assets**
- WHMIS certification.

**Job Competencies**

**Additional Information**
- Dalhousie University supports a healthy and balanced lifestyle. Our total compensation package includes a defined benefit pension plan, health and dental plans, a health spending account, an employee and family assistance program and a tuition assistance program._

**Application Consideration**

**Diversity Statement**
- Posting Detail