Administrative Assistant II

Nova Scotia Health and IWK Health; Canada; On-site; CAD 30,000 - 60,000; Full time

Job summary

An established industry player is seeking a dedicated Administrative Assistant to support the Division of Rheumatology. This role involves a variety of tasks including document transcription, managing schedules, and liaising with medical professionals. Ideal candidates will have strong organizational skills and proficiency in Microsoft Office. The position offers a supportive work environment that prioritizes training and mentorship. Join a team committed to promoting diversity and inclusivity while making a significant impact in the healthcare sector.

Qualifications

• High School Diploma or GED required.
• Graduate of a recognized Office Administration Program required.
• Minimum six months related experience preferred.

Responsibilities

• Transcribing documents and managing medical student rotations.
• Coordinating travel clinics and scheduling appointments.
• Maintaining databases and organizing meetings.

Skills

Microsoft Office

Organizational Skills

Communication Skills

Keyboarding Skills

Multi-tasking

Education

High School Diploma or GED

Office Administration Program

Tools

One45

SAP

Microsoft Outlook

Job description

Click here as an internal applicant.

Company: IWK Health

Req ID: #

Department/Program: Administrative Assistants & Pediatrics

Location: Halifax

Type of Employment: Permanent, Hourly FT (100% FTE)

Start Date: ASAP

Union Status: NSGEU Off&Cler, Admin Professionals Bargaining Unit

Compensation: $23.1933 - $26.2435/hour

Closing Date: May 14, 2025 (Applications accepted until 23:59 Atlantic Time)

About IWK Health

IWK Health is a respected academic health sciences centre in Halifax, Nova Scotia, providing tertiary and primary care for over two million children, youth, adults, and families annually across the Atlantic region. We have approximately 4000 employees, physicians, volunteers, and learners at various sites across Nova Scotia. We prioritize training, mentorship, and celebrating successes, working in modern facilities or remotely, aligned with our values, and offering comprehensive benefits and wellness programs.

We are committed to promoting an anti-racist environment and acknowledge the traditional territories of the Mi’kmaq people. Our efforts include eliminating discrimination, acknowledging biases, and reducing barriers faced by diverse communities, including Indigenous peoples, African Nova Scotians, persons with disabilities, and the 2SLGBTQIA+ community. We welcome all individuals who self-identify with these communities to join our workforce.

The Opportunity

Reporting to the Chief Operating Officer, the Administrative Assistant provides support to the Division of Rheumatology, including:

• Transcribing documents, compiling statistics, reconciling financial ledgers
• Managing medical student rotations, taking minutes, preparing agendas
• Coordinating travel clinics, payroll entry, preparing requisitions
• Liaising with outside organizations and physicians
• Scheduling appointments, maintaining physician schedules, organizing meetings
• Filing, preparing claims, answering calls and emails, processing mail
• Entering data, maintaining databases, photocopying, ordering supplies

These responsibilities are representative and not exhaustive.

Hours of Work

70 hours bi-weekly; exact hours to be determined.

Your Qualifications

• High School Diploma or GED required
• Graduate of a recognized Office Administration Program required
• Minimum six months related experience; one year preferred
• Experience with postgraduate and undergraduate medical education preferred
• Proficiency in Microsoft Office, especially Excel
• Keyboarding skills minimum 40 wpm, 60 wpm preferred
• Experience scheduling appointments and meetings
• Strong organizational, multi-tasking, and communication skills
• Experience with One45, SAP, Microsoft Outlook, and event organization assets
• Comfortable in deadline-driven environments and committed to continuous learning
• Experience with graphic design, minute-taking, and multilingual competencies are assets
• Demonstrated commitment to Family Centered Care

Thank you for your interest. We will contact only those selected for interviews or assessments. Please inform us of any accommodation needs during the process.

This position is covered under the Admin Professionals bargaining unit. Preference is given to unionized employees. Employment is contingent upon background checks and credential verification. Internal applicants should apply through the internal careers page.