Office Administrator, Ccfv Jobs

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Company : IWK Health
Req ID: 158749
Department/Program: CCFV , Research Services
Location: Halifax
Type of Employment: Temporary Hourly FT long-assignment ( 100% FTE) for 1 year x 1 position(s)
Start Date: June 2023
Union Status: Research , Management/Non Union Bargaining Unit
Compensation: $ 22.5622 - $ 28.2023 /hour
Closing Date: June 14, 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, Staffing and Administration at the Canadian Centre for Vaccinology (CCfV), the Office Administrator provides administrative and communications support to CCfV and ongoing research studies, and additional tasks/duties required to ensure the efficient operational effectiveness of the Center.
Responsibilities Include

• Support the clinical activities of the Pediatric Infectious Diseases Division by scheduling meetings, providing administrative services to clinical staff, collecting, and distributing patient consult requests as needed, and other general administrative functions as required
• Maintain secure file maintenance and storage via Iron Mountain
• Assist with the completion of research reports for internal and external stakeholders as necessary
• Assist with data collection for annual reports and publications databases as required
• Maintain office inventory: paper orders, office supplies, and water.
• Serve as point person for CCfV photocopiers and Xerox machines: entering new codes, usernames, meter-readings, and breakdowns/repairs
• Provide back up support for, and work collaboratively with, other members of the administrative team as necessary
• Manage outgoing mail/packages, including doing daily mail pick-up and arranging for registered mail/couriers
• Ensure effective operational flow of onsite activities by managing the direct phone line, forwarding calls, and taking messages as needed, and providing general administrative support (faxing/scanning/copying) for research and/or overall CCfV activities.
• Provide facilities maintenance support by submitting/tracking work orders and locksmith requests
• Provide general administrative support to Research Coordinators, Project Managers, and other CCfV staff as requested
• Assist with special event/conference planning
• Maintain and update long distance phone and postal codes for new studies
• Provide committee support: proactively maintain meeting schedules, coordinate meetings, prepare packages, and take minutes

Hours of Work
Monday to Friday; 8:00 am – 4:00 pm; 7.5 hours shifts
Your Qualifications

• An equivalent combination of education and experience may be considered
• Working knowledge of project management fundamentals
• Effective time management and decision-making ability to set priorities based on deadlines (both internal and external); demonstrated capacity to manage multiple priorities with minimal supervision
• Excellent communication skills; able to speak, listen and write in a clear, confident, thorough, and timely manner using appropriate and effective communication tools and techniques
• Able to work both independently and as part of a team
• Experience in academic administration strongly preferred
• Organization and planning skills, including developing a work schedule, monitoring progress towards goals, and tracking details, data, information, and activities
• Strong attention to detail
• Advanced knowledge of Microsoft Office (Word, Excel, PowerPoint, Access, MS Project) and Adobe Acrobat; knowledge of Endnote software an asset
• Excellent oral and written communication skills
• 2+ years of relevant experience within a university, hospital, or comparable environment in a research setting
• Exceptional interpersonal skills with the ability to establish and maintain positive working relationships with internal and external clients; able to work cooperatively and effectively with others to set goals and resolve problems
• Working knowledge of grant applications is considered an asset
• Bachelor’s degree education in administration, communications, or related field
• Highly resourceful and adaptable with problem-solving

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.