Executive Assistant, Department Of Pediatrics

Click here to apply as an internal applicant.

Company : IWK Health

Req ID: 161636

Department/Program: Administrative Assistants & Pediatrics , Department of Pediatrics

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: $ 24.7325 - $ 29.6789 /hour

Closing Date: 10 August, 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 Chief Operating Officer, Department of Pediatrics, the executive assistant provides high quality administrative and accounting support to the Pediatric Business Office. Duties include, but are not limited to: Answer phone calls and emails; Processing of cheque requisitions; Processing payment invoices; Assisting the office accountant with the performance of daily, weekly and monthly accounting routines; Schedule and organize appointments and meetings; Manage payroll process; Coordinate meetings and events; Prepare agendas and minutes; Manage office filing system; Purchase and management of supplies; Manage IT requests; Serve as office backup for vacations/absences; Assist with the production of the departmental newsletter; Photocopy; Process mail; Liaise with outside organizations. The responsibilities above are representative and should not be construed as all-inclusive.

Hours of Work

Monday – Friday, 7.5 hour shifts. Exact hours of work to be determined.

Your Qualifications

• Proven team player with excellent communication and interpersonal skills required.
• Demonstrated proficiency and experience with databases preferred.
• High degree of initiative, diligence, attention to detail and self-discipline/focus required.
• Excellent time management skills and ability to meet deadlines required.
• Minimum 1-2 years related experience required.
• Working knowledge of Microsoft Office and other computer programs/technology required.
• Experience with accounting systems preferred.
• Competencies in other languages an asset.
• Minimum High School Diploma or G.E.D. Required.
• Keyboarding skills minimum 40 wpm, 60 wpm preferred.
• Experience with Dalhousie University and IWK financial systems an asset.
• Demonstrated commitment to Family Centred Care required.
• Experience organizing events, case conferences, travel and zoom meetings preferred.
• Excellent working knowledge of excel required.
• Committed to continual learning.
• Experience with bookkeeping required.
• Comfortable in a deadline driven environment preferred.
• Experience in a related role in a health centre or university/academic environment preferred.
• Experience in SAP/HASP, Outlook, DalMedix, Adobe, Zoom, SAGE and the internet an asset.
• Excellent multi-tasking, organizational and prioritization skills required.
• Graduate of a recognized Office Administration Program required..
• Demonstrated ability to respectfully work with a variety of inter-professional team members required.
• Experience taking and producing minutes required.
• Experience scheduling appointments and meetings required.
• A combination of equivalent education and experience may be considered.

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.