Administrative Assistant Manager Jobs

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Company : IWK Health

Req ID: 161835

Department/Program: Equity and Belonging , Interprofessional Practice

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: $ 21.5819 - $ 26.9775 /hour

Closing Date: July 27, 2023 (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 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 Opportunity

Reporting to the Manager of Equity and Belonging, the Administrative Assistant provides high-level office managerial support. Working with minimal supervision, the Administrative Assistant supports the multi-disciplinary team and functions as a primary point of contact responding to general information requests related to the office, or referring calls as appropriate. The Administrative Assistant contributes to a high-functioning team environment and provides administrative coverage in the absence of other support staff.

Key Responsibilities Include, But Are Not Limited To

• Managing general office operations (supplies, equipment maintenance, environmental services, etc.)
• Arranging travel/accommodations, preparing travel request submissions and expense claim reports.
• Program orientation and training to new employees within the department, as required.
• Coordination and scheduling of appointments upon direction and assembles/preparing background materials as needed.
• Providing administrative support to committees chaired by the Managers and coordinating logistics for portfolio meetings.
• Establishing and maintaining a variety of information systems (filing, financial records, policies/procedures, etc.)
• Coordinates human resources activities within area of responsibility and liaises with Human Resources department, including posting positions, completing paperwork and arranging interviews
• Assuming administrative responsibilities for ad-hoc projects and special functions as assigned.
• Drafting of routine correspondence for Manager's review/approval and proofreads/edits material for accuracy

Hours of Work

Monday to Friday, 75 hours bi-weekly, as per operational requirements

Your Qualifications

• Ability to work independently with minimum direction and/or supervision is essential.
• Superior organization and time management skills are required in order to prioritize and complete assignments in a manner that optimizes departmental effectiveness.
• Demonstrated computer skills with an advanced working knowledge of Microsoft Office, PowerPoint, and Excel.
• Able to function effectively in a stressful environment where multiple deadlines and concurrent activities are the norm.
• Competency in other languages considered an asset.
• Minimum keyboarding speed of 60 w.p.m. (testing may be conducted)
• Graduate of a recognized office administration program, business program or secretarial program required.
• Proven ability to act decisively and to exercise a high degree of initiative is required.
• Strong communication skills, both written and oral, are essential as well as excellent customer service skills.
• Minimum three (3) years of experience providing administrative support to management level required. A combination of education, training and progressively responsible experience may be considered.
• Excellent judgment, diplomacy and discretion in handling confidential and/or sensitive materials is essential.

T hank 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. Additionally, as per Nova Scotia’s COVID-19 Vaccine mandate, any offer of employment will be conditional upon submitting proof of full vaccination status. Medical exceptions or any other kind of requested exception based upon the Health Centre’s obligations pursuant to the Nova Scotia Human Rights Code will be considered on a case-by-case basis

I f you are an employee of IWK Health , please apply through the internal careers page to ensure you are flagged as an internal applicant.