Administrative Assistant, Garron Centre

Nova Scotia Health and IWK Health•Halifax, NS

1d•CA$24 - CA$30•Onsite

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.

Requirements

Graduate of a University level Business Administration program or a recognized office administration program required
Minimum three (3) years experience providing administrative support to management required
Demonstrated high regard for quality, accuracy and attention to detail required
Ability to work independently with minimum direction and/or supervision is essential
Excellent judgment and discretion in handling confidential and/or sensitive information
Proven time management and problem-solving skills required
Demonstrated adaptability as well as flexibility is required
Must possess a strong business sense; understanding the business implications of decisions
Strong interpersonal and communication skills (written and oral), are essential
Demonstrated superior IT skills with a thorough working knowledge of Microsoft Office are required
Excellent judgment, diplomacy and discretion in handling confidential and/or sensitive materials is essential
Must have the ability to function effectively in a stressful environment where multiple deadlines and concurrent activities are the norm

Nice To Haves

five (5) years preferred experience providing administrative support to management
A combination of education, training and progressively responsible experience may be considered
Previous experience in a health care environment an asset
Experience with EMERALD, MEDITECH, Outlook, WebCT, DSS an asset
Experience with SAP and ESS including payroll entry and monthly financial reports as asset
Competencies in other languages considered an asset

Responsibilities

Creates written correspondence and proofreads/edits material for accuracy
developing Excel spreadsheets
Types/transcribes reports photocopying and distributes accordingly
Provides administrative support to committees chaired by the Managers
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
Support for recruitment and human resource initiatives
Assists with budget tracking and monitors financial expenditures, as required
Assists in the development of reports, including gathering and compiling information
Answers telephone/e-mail inquiries and communicates messages and information accurately with follow-up, as appropriate
Other related duties as assigned
Provides high quality administrative and organizational support for the day to day operations of the Teams such as coordinate schedules, maintains records and files, and provides organizational support to teams and committees