Administrative Assistant II, Department of Pediatrics

IWK Health; Halifax; Hybrid; CAD 30,000 - 60,000; Full time

Job summary

An established industry player in healthcare is seeking an Administrative Assistant II to provide vital support to physicians in a dynamic environment. This role involves a variety of administrative tasks, including scheduling, data entry, and preparing presentations. With a focus on training and mentorship, this organization offers a modern work environment and hybrid options, ensuring a balanced work-life experience. If you have a passion for organization and communication, and are eager to contribute to a team that values diversity and inclusion, this opportunity could be your next career step.

Benefits

Comprehensive benefits

Wellness programs

Training and mentorship

Flexible work options

Qualifications

• High School Diploma or G.E.D. required.
• Graduate of a recognized Office Administration Diploma program required.
• Minimum six months related administrative experience.

Responsibilities

• Provide administrative support to physicians in Medical Genetics.
• Schedule appointments, meetings, and maintain filing systems.
• Prepare PowerPoint presentations and articles for publication.

Skills

Microsoft Office

Organizational Skills

Communication Skills

Multitasking

Keyboarding Skills

Interpersonal Skills

Education

High School Diploma or G.E.D.

Office Administration Diploma

Tools

Meditech

Outlook

DalMedix

Blackboard

Job description

Click here to apply as an internal applicant.

Company: IWK Health

Req ID: 202342

Department/Program: Administrative Assistants & Pediatrics

Location: Halifax

Type of Employment: Permanent Hourly FT (100% FTE) x 1 position(s)

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 tertiary and primary care for two million children, youth, adults, and families annually across the Atlantic region. We have approximately 4000 employees, physicians, volunteers, and learners at sites across Nova Scotia. We focus on training and mentorship, recognizing talent, and celebrating successes. Our work environment includes modern facilities and virtual options, aligned with our values, and access to comprehensive benefits and wellness programs.

We are committed to promoting an anti-racist environment and addressing discrimination. Located in Mi’kma’ki, the unceded territory of the Mi’kmaq people, we serve diverse communities including First Nation, African Nova Scotian, Indigenous, and LGBTQIA+ populations. We strive for equity, inclusion, and safety for all staff and patients, welcoming applications from Indigenous peoples, Black/African Nova Scotians, Persons of Colour, Immigrants, Persons with Disabilities, and 2SLGBTQIA+ individuals.

The Opportunity

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

• Typing and proofing letters and memos
• Answering phones
• Scheduling appointments, meetings, and rounds
• Updating and maintaining physicians’ schedules
• Entering data and scheduling outreach clinics
• Conducting library and internet searches
• Maintaining office filing systems
• Preparing PowerPoint presentations and posters
• Making travel arrangements
• Preparing articles for publication
• Arranging teleconferences
• Preparing research proposals and maintaining records
• Performing general office duties, organizing student schedules, data entry in SAP, submitting billing, and taking meeting minutes
• Other related duties as assigned

Hours of Work

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

Your Qualifications

• High School Diploma or G.E.D. required
• Graduate of a recognized Office Administration Diploma program required
• Equivalent education and experience may be considered
• Minimum six months related administrative experience; one year preferred
• Proficiency in Microsoft Office and related technology; testing may be conducted
• Keyboarding skills of at least 40 wpm; 60 wpm preferred
• Excellent multitasking, organizational, and prioritization skills
• Strong communication and interpersonal skills
• Ability to work independently and collaboratively
• Experience organizing conferences, meetings, and teleconferences
• Experience in health or academic environments preferred
• Knowledge of Meditech, Outlook, DalMedix, Blackboard beneficial
• Additional assets: typing/editing grants, genetics terminology, data collection, minute-taking, library research, basic accounting, multilingual skills (French preferred)

Thank you for your interest. We only contact selected applicants for interviews or testing. Accommodations are available upon request during assessments. Please apply through the internal careers page if you are an IWK employee to ensure internal applicant status.