Administrative Assistant II, Department Of Pediatrics

Click here as an internal applicant.

Company : IWK Health

Req ID: #
Department/Program: Administrative Assistants & Pediatrics
Location: Halifax
Type of Employment: Permanent, Full-Time (100% FTE)
Number of Positions: 1
Start Date: ASAP
Union Status: NSGEU Off & Cler, Admin Professionals Bargaining Unit
Compensation: $23.6572 - $26.7684/hour
Closing Date: May 14, 2025 (Applications accepted until 23:59 Atlantic Time)

IWK Health is a respected academic health sciences centre located in Halifax, Nova Scotia, providing care for over two million children, youth, adults, and families annually across the Atlantic region. We employ approximately 4000 staff, physicians, volunteers, and learners. We focus on training and mentorship, celebrate successes, and foster collaboration in modern facilities or remotely. We are committed to equity, diversity, and inclusion, actively promoting an anti-racist environment and supporting marginalized communities.

We acknowledge that we are located in Mi’kma’ki, the unceded and ancestral territory of the Mi’kmaq people, and honor the diverse communities we serve, including First Nations, African Nova Scotians, persons with disabilities, and 2SLGBTQIA+ individuals. Our goal is to foster a safe, supportive, and equitable workplace and healthcare environment.

The Opportunity

Reporting to the Chief Operating Officer, the Administrative Assistant II provides administrative, secretarial, and clerical support to physicians in the Division of Medical Genetics. Responsibilities include:

1. Typing, proofing letters and memos
2. Answering phones and scheduling appointments, meetings, and rounds
3. Maintaining physicians’ schedules and updating records
4. Data entry, scheduling outreach clinics, and conducting research searches
5. Maintaining filing systems, preparing presentations, and making travel arrangements
6. Preparing articles, arranging teleconferences, and supporting research activities
7. Handling general office duties, organizing schedules, and data entry in SAP
8. Submitting patient billing and taking meeting minutes
9. Performing other related duties as assigned

Hours of Work

Monday to Friday; 7-hour shifts, exact hours to be determined. Hybrid work option available.

Your Qualifications

• High School Diploma or G.E.D. required
• Graduate of a recognized Office Administration Diploma program required
• At least 6 months of related administrative experience; 1 year preferred
• Proficient in Microsoft Office and other relevant computer programs (testing may be conducted)
• Keyboarding skills: minimum 40 wpm, 60 wpm preferred
• Excellent multitasking, organizational, and communication skills
• Ability to work independently and collaboratively with diverse teams
• Experience organizing meetings, conferences, and teleconferences
• Experience in healthcare or academic environments is an asset
• Knowledge of Meditech, Outlook, DalMedix, Blackboard, and genetics terminology are assets
• Additional assets include typing/editing grants, data collection, minute-taking, library research, basic accounting, and bilingual skills (French preferred)

Thank you for your interest in IWK Health. We only contact selected applicants for interviews or testing. Please inform us of any accommodation needs during the process. Preference is given to bargaining unit employees for unionized positions. Employment is contingent on background checks and credential verification.

If you are an employee of IWK Health, please apply through the internal careers page to be recognized as an internal applicant.