Administrative Assistant to Director, People
1 month ago
**Company**: IWK Health**:
**Req ID**:182080
**Department/Program**:People & Organization Development, People and Organization Development
**Location**: Halifax
**Type of Employment**:Temporary Hourly FT short-assignment (100% FTE) up to 6 months x 1 position(s)
**Start Date**: ASAP
**Union Status**: Non-union, Management/Non Union Bargaining Unit
**Compensation**: $23.7832**:
- **$29.729 /hour
**Closing Date**: 9 June 2024 (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 Director, People & Belonging, the Administrative Assistant provides confidential, administrative service with a high-quality of organizational and communication skills to assist and support the Director in ensuring the efficient and effective operation of the program/service on a daily basis. The Administrative Assistant to the Director functions as a primary point of contact for the Director’s office and provides support and oversight for administrative operations and all related activities. Contributing to the effective functioning of the office of the Director by ensuring high-quality standards are met and maintained in regard to documentation and communications originating from this office. Ensures seamless communication with the Director’s office with staff and internal/external customers. Ensures business of the Director’s office is conducted in a fiscally responsible manner.
**Key responsibilities include, but are not limited to**:
- Serve as initial contact/resource person for the Director; review and respond to all incoming correspondence and inquiries, bringing attention to issues of particular relevance or urgency.
- Schedules and prioritizes the Directors’ calendars and prepares background material for daily meetings.
- Develops and maintains processes for issues management; keeping the Director appraised of events/information that affect workflow and service delivery.
- Initiates and composes routine and complex correspondence; as well as proofreads and edits materials submitted for the director's signature and use.
- Acts as liaison between Directors and the Executive Leadership team, direct reports, and all other internal or external customers.
- Establishes and maintains a variety of information systems.
- Manages general office operations (orders supplies, equipment maintenance, environmental services, claim expenses reports, directs mail, maintenance of filing system).
- Prepares purchase/cheque requisitions and resolves invoice discrepancies.
- Organizes travel/accommodations, preparing travel request submissions and claim expense reports.
- Coordinates payroll for assigned staff.
- Provides administrative support to selected committees under the responsibility of the Director and serves on committees or task forces as assigned.
- Provides coordination and administrative support for ad-hoc projects as assigned.
- Coordinates/organizes logistics for large meetings, conferences, and functions as required.
**Hours of Work**:
Monday to Friday; 75 hours bi-weekly; flexibility of hours may be required. Hybrid work arrangements are available.
**Your Qualifications**:
- Graduate of a university-level Business Administration program or a recognized Office Administration, Business, or Secretarial program required.
- Minimum of three (3) years of administrative experience supporting senior-level management required.
- A combination of education, training, and progressively responsible experience may be considered.
- Administrative experience in a healthcare environment is preferred.
- Ability to work independently with minimum direction and/or supervision is essential.
- Must have the ability to function effectively in a stressful environment where multiple deadlines and concurrent activities are the norm.
- Excellent judgment, diplomacy, and discretion in handling confidential and/or sensitive materials are essential.
- Proven ability to act decisively and to exercise a high degree of initiative is required.
- Superior organization and time management skills are required to prioritize and complete assignments in a timely manner.
- Demonstrated adaptability as well as flexibility in creating/suggesting alternative solution
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