Administrative Assistant to Manager, Pediatric

3 weeks ago

Halifax, Canada IWK Health Centre Full time

**Company**: IWK Health**:
**Req ID**:168159
**Department/Program**:Pediatric Critical Care Practice, Children's Health Program
**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**: $21.5819**:

- **$26.9775 /hour
**Closing Date**: 7 November 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**:

- Accountable to the manager of Pediatric Critical Care, the Administrative Assistant provides high quality administrative and organizational support for the day to day operations of the Teams such as coordinate schedules, maintains records and files, and provides organizational support to teams and committees.
- Responsibilities include, but are not limited to:
- Provides high level support to the managers and maintains a high degree of confidentiality with all issues
- Creates written correspondence and proofreads/edits material for accuracy
- Types/transcribes reports photocopying and distributes accordingly
- Provides administrative support to committees chaired by the Managers in particular minute taking and Meeting Planner
- Provides logistic and organizational support for conference planning including arranging travel, booking and expense recovery
- Coordinates and assists with recruitment process
- Organizes and maintains electronic and hard copy filing system including personnel files and recruitment processes
- Assists with budget tracking and monitors financial expenditures, as required
- Assists in the development of reports, including gathering and compiling information
- Manages general office operations (orders supplies, equipment maintenance, environmental services, claim expenses reports, directs mail, maintenance of filing system)
- Provides coordination and administrative support for ad-hoc projects as assigned
- Other related duties as assigned

**Hours of Work**:
7.5 hour shifts, Monday to Friday

**Your Qualifications**:

- Minimum High School Diploma or GED required.
- Graduate of a recognized Office Administration Program required.
- Minimum three (3) years experience providing administrative/secretarial support required, to management level preferred.
- Keyboarding skills of 60 wpm required; maximum four (4) allowable errors.
- Excellent judgment, diplomacy, and discretion in handling confidential and/or sensitive information required.
- Demonstrated superior IT skills with a thorough working knowledge of Windows, Word, Excel, PowerPoint, Publisher, and Outlook required.
- Proven time management and problem-solving skills required.
- Demonstrated excellent organizational skills, strong communication (verbal and written), and interpersonal skills required. Excellent skill in minute-taking.
- Proven ability to act decisively and to exercise a high degree of initiative and self-motivation required.
- Ability to work independently with mínimal direction and/or supervision required.
- Demonstrated high regard for quality, accuracy, and attention to detail required.
- Demonstrated ability to function effectively in a stressful environment with multiple deadlines and concurrent activities.
- Previous experience in a healthcare environment is an asset.
- Experience with MEDITECH, SAP/HASP, Success Factors (HR), eSource, and Internet an asset.
- Competencies in other languages are considered an asset.

Thank you for your interest in IWK Health.

Please note that we only contact applicants selected for interview/testing. If we invite you to participate in an assessment process (such as an interview or testing) you have the right to request accommodation. Please discuss your needs when invited to the assessment process.

This is a Management/Non Union bargaining unit position. Preference is given to bargaining unit employees for unionized positions. Successful applicants changing unions, bargaining units, or employment status, are advised to seek clarification regarding their seniority, benefits, and vacation entitlement and/or usage, prior to accepting the position.

An offer of employment is conditional upon the completion and satisfactory results of all applicable background che

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