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Administrative Assistant to Manager
3 months ago
Req ID: 186768
Department/Program: Clinical Genomics & MMGS, Diagnostic Services & Maritime Medical Genetics
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: $22.3405 - $27.9257 /hour
Closing Date: September 11, 2024 (Applications are accepted until 23:59 Atlantic Time)
This is not a designated position, however, preference will be given to qualified candidates who self-identify as Indigenous, Black/African Nova Scotians, Persons of Colour, Immigrants/Newcomers, Persons with Disabilities, and/or 2SLGBTQIA+. Please self-identify on your application.
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.
Promoting an anti-racist environment, and calling out discrimination as we work and provide care, is important to us. We are located in Mi’kma’ki, the unceded and ancestral territory of the Mi’kmaq people. Working in Mi’kma’ki and providing care to those across Atlantic Canada is a shared privilege with the original inhabitants who have lived here for many thousands of years prior to colonization. There are 13 First Nation communities across Nova Scotia, and more than 50 historic African Nova Scotian communities who also have a long, deep, and complex history dating back over 400 years. We have the highest percentage of people with disabilities in the country. Nova Scotia has the highest proportions of transgender and non-binary people than any other province or territory in the country. We are active in our work to eliminate discrimination, but have more work to do to build that trust, acknowledge our biases and reduce the barriers our diverse communities face. We want IWK Health to be a safe and supportive space of equity and belonging in the care we provide and the employment we offer. We welcome all interested persons who self-identify as Indigenous, Black/African Nova Scotians, Persons of Colour, Immigrants/Newcomers, Persons with Disabilities, 2SLGBTQIA+ to apply to support our goal for our workforce to be representative of the patients, families, and communities that we care for at all job levels.
The OpportunityAccountable to the Managers, Clinical Genomics and Maritime Medical Genetics, the Administrative Assistant provides high level administrative support and will function as a primary point of contact for the Manager(s) responding to general information requests related to the office, or referring calls/inquires to others as appropriate. Provides confidential administrative service with high quality of organizational, critical thinking and communication skills to assist and support the Manager in ensuring the effective and efficient operation of the office on a daily basis. Responsibilities include, but are not limited to: Initiatives and shepherds all recruitment related processes, as well as supporting other Human Resource actions such as probationary reviews, performance evaluations, etc.; Creates written correspondence and proofreads/edits material for accuracy. Assists in the development of reports, including gathering and compiling information; Types/transcribes reports photocopying and distributes accordingly; Provides administrative support to committees chaired by the Manager(s); Provides logistic and organizational support for conference planning including arranging travel, booking and expense recovery; 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; Coordinate schedules, maintains digital records and files, and provides organizational support to teams and committees; Other related duties as assigned.
Hours of WorkMonday - Friday; 7.5 hour days
Your Qualifications
- Minimum High School Diploma or GED required.
- Graduate of a recognized Office Administration, Business or Secretarial Program required.
- Minimum three (3) years experience providing administrative/secretarial support to management level required.
- 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, Outlook and Database Programs (SAP/HASP) required. Testing may be conducted on short listed candidates.
- Proven time management and problem-solving skills required.
- Demonstrated excellent organizational skills, strong communication (verbal and written) and interpersonal skills required.
- Proven ability to act decisively and to exercise a high degree of initiative and self motivation required.
- Ability to work independently with minimal 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 required.
- Previous experience in a health care environment an asset.
- Experience with MEDITECH, eSource and Internet an asset.
- Competencies in other languages 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 checks and confirmation of credentials.
If you are an employee of IWK Health, please apply through the internal careers page to ensure you are flagged as an internal applicant.
