Administrative Assistant III

1 month ago

Halifax, Nova Scotia, Canada Nova Scotia Health and IWK Health Full time
The Opportunity

We are seeking a highly skilled and organized Administrative Assistant III to join our Eye Care Team at IWK Health. As a key member of our team, you will provide exceptional administrative support to the Chief Ophthalmologist and other ophthalmologists, ensuring seamless coordination of patient care and clinic operations.

Responsibilities
  • Maintain accurate and up-to-date files and records, utilizing Outlook to coordinate schedules and appointments
  • Coordinate and schedule patient surgeries, liaising with families, internal and external departments, hospitals, and agencies
  • Provide administrative support for the Chief Ophthalmologist's daily schedule and other ophthalmologists as needed
  • Collaborate with the Admin 4 to create and manage the eye clinic master schedule
  • Communicate with Ophthalmology Education Coordinator regarding residency program
  • Coordinate travel arrangements, including booking and expense recovery
  • Attend meetings, take minutes, and distribute as required
  • Establish and maintain office filing systems, including processing incoming and outgoing mail
  • Complete correspondence and records for computerized medical billing
  • Provide academic and research support, including literature searches and article retrieval
  • Manage inventory of office supplies and place orders as needed
  • Track expenses and participate in ambulatory care team discussions
  • Prepare purchase requisitions, cheque requisitions, and petty cash vouchers
  • Dictate, word process, and database entry
  • Prepare and distribute reports, project documents, and correspondences
  • Generate and track performance indicators
  • Establish and maintain office filing systems
  • Coordinate care and correspondence with patients, other departments, and hospitals
  • Support and train Admin Level II's in the division of Ophthalmology
  • Responsible for patient referrals and actively anticipate and troubleshoot problems
  • Answer phone calls and follow up as appropriate
Requirements

To be successful in this role, you will require:

  • Minimum of a High School Diploma or G.E.D.
  • Graduate from an Office Administration Program
  • Minimum two (2) years related administrative experience, preferably in a healthcare academic or clinic setting
  • Previous experience working in an ophthalmology/Eye Care Team environment is an asset
  • Medical Terminology Course required
  • Advanced working knowledge of MS Office programs and database programs
  • Experience in Meditech, Novari, Acuro, Ocean is an asset
  • Keyboarding skills minimum of 60 wpm
  • Experience in computerized medical billing applications is preferred
  • Proven time management, problem-solving, and analytical skills
  • Excellent organization skills, strong communication (verbal and written) and interpersonal skills
  • Ability to prioritize workloads, function effectively in a stressful environment with multiple deadlines and concurrent activities
  • Demonstrates initiative, self-motivation, and ability to work with minimal supervision
  • Demonstrates high regard for quality, accuracy, and attention to detail
  • Ability to function as a part of a team
  • Strong communication skills, both written and oral
  • Flexibility to meet workload demands
  • Excellent judgment and discretion in handling confidential and/or sensitive information
  • Competencies in other languages are an asset, French preferred

We offer a competitive salary and benefits package, as well as opportunities for professional growth and development. If you are a motivated and organized individual who is passionate about providing exceptional administrative support, we encourage you to apply for this exciting opportunity.

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