Administrative Assistant to Director, Digital and Client Services

Req ID:
Department/Program: Digital and Client Services , Digital and Client Services
Location: Halifax
Type of Employment: Permanent Hourly FT ( % FTE) x 1 position(s)
Start Date: ASAP
Union Status: Non-union , Management/Non Union Bargaining Unit
Compensation: $ 23. - $ 29. /hour
Closing Date : 16 June (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 employees, physicians, volunteers, and learners at sites across . 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 , and enjoy access to enhanced 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 years. We have the highest percentage of people with disabilities in the country. Nova Scotia has the highest proportion 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.

Reporting to the Director, Digital and Client Services, the Administrative Assistant is responsible for providing confidential and comprehensive administrative and project support by effectively coordinating the day-to-day operation of the Director as well as assisting the managers within the portfolio, as required. Managers within the portfolio include the Manager, Clinical Engineering; Manager, Environmental Services and Sustainability; Manager, Food Services, Clinical Nutrition, and Business Development; Manager, Information Technology and Telecommunications; as well as the Project Manager. The position coordinates all administrative activities, establishes administrative procedures and guidelines, and acts as a liaison with the administrative assistants within the portfolio and across IWK Health. This position provides additional support to committees or working groups as assigned, as well as supports other members of the Digital and Client Services department as required. This role works with the Director and Managers in the coordination and approval of documents including financial and legal documents while ensuring proper policies are adhered to. This role also assists in the procurement of technology and equipment, which includes submitting purchase requisitions through SAP.

Key Responsibilities
• Communications support and coordination within a virtual/hybrid working arrangement
• Coordinates and schedules appointments/meetings and assembles/prepares background material upon request
• Provides administrative support for the Human Resource needs of the unit including posting positions, completing paperwork, checking references, arranging interviews, assisting with onboarding, coordination of performance management reviews and attendance management
• May enter payroll information into the respective time system and assist with the collection of direct report timecards
• Provides project support in relation to assisting with research, assisting in preparing reports, and presentations, as required
• Provides administrative support in relation to the Board of Director and Board of Director sub-committee meeting reports and other reports and presentations as required
• Provides administrative support for team meetings, committees, or working groups as required; takes meeting notes/minutes and coordinates logistics for meetings, including appointments, room bookings, and virtual technological requirements
• Oversight of the Digital and Client Services content on the intranet, policy website, and other team documents
• Coordinates Director and Managers approval of various documents, invoices, etc
• Reviews and drafts correspondence, determining the priority of the communication, bringing to Director and Managers attention issues of particular relevance or urgency. Redirects material to appropriate departmental officials for draft preparation or response. Maintains a follow-up system to ensure redirected requests have been handled
• Demonstrate excellent relationship management and a superior customer service focus as the first point of contact from internal and external stakeholders and partners
• Establishes and maintains a variety of information systems, including document filing, policy/procedure/record keeping, data collection, and retention systems to ensure efficient storage and retrieval of materials
• Ensures appropriate schedule of policy and procedure review is undertaken

Other Responsibilities:
• Arranges travel/accommodations, coordinates expense reports, and performs other administrative duties as requested
• Manages general office operations (supplies, equipment maintenance, environmental services, etc.) as required
• Reviews monthly departmental financial reports and reports discrepancies and variances to the Director and Managers, as required
• Other duties as required

Monday-Friday, 75 Hours Biweekly

• Graduate of a university-level Business Administration program or a recognized Office Administration, Business, or Secretarial program is required.
• Minimum of three years of administrative experience supporting senior-level management is required.
• Administrative experience in a healthcare environment preferred.
• Advanced working knowledge and experience using Microsoft Office (Word, Excel, PowerPoint, Outlook) required.
• Experience with MS Teams, SharePoint, SAP, and Adobe is preferred.
• Resourceful and analytical with the ability to use good judgment to make decisions about office functioning and prioritizing time/availability.
• Takes appropriate measures toward process improvements.
• Understands and works within the formal and informal influences and decision-making relationships within the organization.
• Is a self-starter in achieving job goals; takes action beyond explicit job responsibilities; sets high-performance goals, understands which decisions can be made alone and which require consultation with others, acts accordingly
• Using discretion in decision-making in the absence of the Director and Managers, as required.
• Proven analytical thinking skills in order to prioritize work with ever-changing priorities; ability to multi-task while handling frequent interruptions.
• Proven time management, problem-solving skills, and ability to prioritize workloads.
• Excellent organizational skills, strong communication (verbal & written) and interpersonal skills.
• Demonstrated initiative, self-motivation, and ability to work independently with minimal direction and/or supervision.
• Demonstrated high regard for quality, accuracy, and attention to detail.
• Ability to work well independently and as a member of the team.
• Excellent judgment and discretion in sensitive information to maintain privacy and confidentiality.
• Function effectively in a stressful environment with multiple deadlines and concurrent activities and demands.
• Competencies in other languages are an asset.