Administrative Assistant II, Division of Pediatric Endocrinology

Nova Scotia Health and IWK Health•Halifax, NS

2d•Hybrid

About The Position

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 OpportunityReporting to the Chief Operating Officer of The Department of Pediatrics, the Administrative Assistant provides high-quality administrative support to designated Physicians within the Division of Pediatric Endocrinology.

Requirements

Minimum High School Diploma or G.E.D. required.
Graduate of a recognized Office Administration program is required.
Minimum six (6) months related administrative experience required. Related experience is demonstrated by candidates who possess general office assistant experience.
Working knowledge of Microsoft Office, specifically Outlook, Teams, and Excel required.
Excellent multitasking, organizational and prioritization skills required.
Proven team player with excellent communication and interpersonal skills required.
Demonstrated ability to respectfully work with a variety of inter-professional team members required.
High degree of initiative, diligence, attention to detail, and self-discipline/focus required.
Committed to continual learning and willing to share knowledge and support development of co-workers.
Experience organizing case conferences, meetings, guest visits and teleconferences required.
Demonstrated proficiency in bookkeeping required.
Demonstrated commitment to Family Centred Care required.

Nice To Haves

One (1) year of related experience is preferred.
A combination of equivalent education and experience may be considered.
Experience in a related role in a health centre or university/academic environment preferred.
Experience in SAP, One Person One Record (OPOR), UKG, Meditech, PubMed, DalMedix, Adobe Acrobat, EndNote, EpiInfo, and SharePoint an asset.
Experience taking and producing minutes an asset.
Experience in preparing research grant applications, manuscripts, protocols and reports an asset.
Experience using university, hospital and online libraries an asset.
Competencies in other languages an asset; French or Arabic preferred.

Responsibilities

Managing and processing incoming and outgoing faxes, emails, and mail accordingly
Answering phone calls
Managing calendars and scheduling meetings for multiple physicians
Coordinating with Residents, Clerks, and other learners including schedule coordination, IT access, and managing elective requests
Managing Research academic accounts
Processing travel claims and reimbursements
Updating teaching schedules as needed
Data entry
ordering office supplies as needed
Letter transcription and Dictatyping as needed
Daily office file management