Administrative Coordinator

6 days ago

Halifax, Nova Scotia, Canada IWK Health Centre Full time
About the Opportunity

We are seeking a highly skilled and organized Administrative Assistant III to join our team at IWK Health Centre. As a key member of our administrative staff, you will provide exceptional support to our Division of Orthopaedics and two Orthopaedic Surgeons.

Key Responsibilities
  • Maintain accurate and up-to-date files and records, utilizing Outlook to coordinate surgeons' schedules and appointments.
  • Coordinate and schedule patient surgeries, liaising with families, internal and external departments, hospitals, and agencies to ensure seamless communication and timely execution.
  • Provide administrative support to the Division, including maintaining team communications, anticipating and troubleshooting problems, and creating and managing the clinic master schedule.
  • Coordinate travel arrangements, including booking and expense recovery, as requested.
  • Attend meetings, take minutes, produce, and distribute as required.
  • Complete correspondence and records for computerized medical billing.
  • Provide academic and research support, including literature searches, article retrieval, and other tasks as needed.
  • Manage office supplies and place orders as required.
  • Participate in ambulatory care team discussions, offering input and energy into efforts to improve clinic efficiency and functioning.
  • Prepare purchase requisitions, cheque requisitions, and petty cash vouchers.
  • Dictate, word process, and database entry.
  • Prepare and distribute reports, project documents, correspondences, and other materials as required.
  • Generate and track performance indicators as required.
  • Establish and maintain an efficient office filing system, including processing incoming and outgoing mail.
Requirements
  • Minimum High School Diploma or G.E.D.
  • Graduate from a recognized medical office administration diploma program.
  • Minimum two (2) years related administrative experience, preferably in a healthcare environment.
  • Advanced working knowledge of Windows, MS Office programs, Adobe Professional, Outlook, Meditech, online medical searches, Internet searches, and database programs.
  • Keyboarding skills of 60 wpm or higher.
  • Successful completion of a medical terminology course.
  • Working knowledge of office equipment.
  • Demonstrated strong time management, analytical, and problem-solving skills.
  • Demonstrated organization skills, strong communication and interpersonal skills.
  • Demonstrated initiative, self-motivation, and ability to work with minimal supervision/direction.
  • Demonstrated high regard for quality, accuracy, and attention to detail.
  • Demonstrated ability to work well with others and in a collaborative, inter-professional team.
  • Excellent judgment, diplomacy, and discretion in handling confidential and/or sensitive information.
  • Functions effectively in a stressful environment with multiple deadlines and concurrent activities.
  • Experience in computerized medical billing applications is an asset.
  • Experience with Community Wide Scheduling (CWS) and surgical booking is an asset.
  • Previous dictaphone experience is an asset.
  • Competencies in other languages are an asset, with French being preferred.

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