Program Administrative Coordinator, Rcp

Click here to apply as an internal applicant.
Company : IWK Health
Req ID: 155656
Department/Program: Reproductive Care Program , Healthy Populations & Provincial Initiatives
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: $ 28.8914 - $ 36.1142 /hour
Closing Date: May 3, 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
The Program Administrative Coordinator is responsible for providing comprehensive, confidential and high quality support to the RCP and the Rh Program teams. This support includes the administrative and business functions of the Programs, including financial management, developing and carrying out operational processes within the offices and for provincial initiatives, providing administrative assistance for specific projects that arise, and providing assistance to the Program Manager as required. The Program Administrative Coordinator ensures that tasks are guided by Program priorities and dealt with promptly and efficiently.

• Coordinates all administrative activities for large scale education programs, e.g. Advanced Labour & Risk Management (ALARM), Acute Care of at Risk Neonatal (ACoRN) and other standardized education programs delivered by RCP.
• Supports Program HR functions by preparing and/or processing timesheets, vacation requests, performance development forms, interview schedules, staffing change forms, network access forms, etc. under the direction of the Program Manager.
• Ensures accurate coding of payroll entries for all employees of the Program and applies knowledge of various union contracts and changes as they occur, scheduling of vacations, etc.
• Provides orientation and information on administrative policies and procedures to new employees.
• Acts as signing officer on trust accounts and expenditures.
• Liaises with various members of the IWK Finance Staff regarding Reproductive Care Program budget, changes, re-allocation of funds, trust accounts and expenditures.
• Provides regular financial updates to the Program Manager, supports regular (at least quarterly) financial reporting requirements within the IWK Healthy Populations and Provincial Initiatives Program, and prepares ad hoc reports for partner agencies on all budget expenditures, projections and areas of concern.
• Works independently on all aspects of the role, managing own workload and exercising autonomy and control while recognizing when it is appropriate to seek advice and assistance.
• Liaises with Halifax Professional Centre Building Management staff regarding matters requiring attention: heating, cleaning and maintenance etc.
• Responsible for the financial accounting and accurate reporting of budget, preparing purchase/cheque requisitions, analyzing expenditures and variance reports for the Reproductive Care and Rh Programs and project accounts (i.e. trust accounts) and providing updates to the Program Manager for review. These responsibilities require proficiency in preparing budgets and running reports using the SAP system.
• Coordinates entry of data access applications to the Nova Scotia Atlee Perinatal Database for the Joint Data Access Committee and the RCP Data Access Committee. Maintains a management system to ensure all applications are processed appropriately and required documents are received and logged.
• Makes travel arrangements for RCP staff traveling within or outside the province.
• Coordinates the process for review, proof-reading, distribution and dissemination of all provincial guidelines, provincial chart forms, Nova Scotia Atlee Perinatal Database Coding Manuals and RCP newsletters/e-news submissions.
• Coordinates Program, provincial and national meetings as needed, including selecting venues, organizing and disseminating materials, making travel arrangements, and taking minutes.

Hours of Work
Monday to Friday, (some evenings and weekends required).
A hybrid work schedule may be available.
Your Qualifications

• High ethical standards and integrity.
• Ability to handle multiple tasks without sacrificing attention to detail.
• Excellent organizational and time management skills and flexibility to meet workload demands. Adaptable to accommodate and work effectively during periods of high activity.
• Excellent verbal and written skills. Ability to effectively meet and communicate in situations requiring tact and poise, ensuring confidentiality is appropriately maintained.
• High School Diploma or G.E.D. required.
• Proficiency in drafting correspondence, minute taking and report preparation required.
• Undergraduate degree in a related field is preferred.
• Minimum 3 years progressively responsible experience, and experience providing administrative support, including event/meeting management as well as and office coordination, preferably in a health care, academic or research environment required.
• Minimum 2 years financial management preferred.
• Demonstrated problem solving abilities.
• Self-motivated with the ability to work independently and within a team environment.
• High level computer proficiency using MS Word, MS Excel, MS Power Point, MS Outlook (calendar & email) required. Experience with Meeting Planner an asset.
• Flexible in creating and suggesting alternative solutions to meet the goals of the Program.
• Post-Secondary Diploma in a recognized office administration, business administration or secretarial program required.
• Working knowledge of basic accounting principles and formats required. Knowledge and experience using SAP an asset.

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.