Administrative Assistant II, Division of Allergy

Nova Scotia Health Authority; Halifax; On-site; CAD 30,000 - 60,000; Part time

Job summary

A healthcare organization in Halifax is seeking a part-time Administrative Assistant II to support the Division of Allergy. The role requires strong organizational, communication, and problem-solving skills, along with proficiency in Microsoft Office Suite. Candidates should have experience in a related administrative position. This position offers a flexible schedule at 50% FTE and is integral to academic program coordination.

Qualifications

• High School Diploma or GED required; completion of a recognized Office Administration program required.
• Minimum six months related administrative experience required.
• Strong proficiency in Microsoft Office Suite is required.
• Keyboarding proficiency of 40 wpm required.
• Demonstrated accuracy and attention to detail required.

Responsibilities

• Provide administrative and program coordination support.
• Manage schedules, coordinate meetings, and prepare correspondence.
• Organize travel and appointments for faculty and residents.
• Handle payroll entries and office supply orders.
• Coordinate resident rotation schedules and support recruitment processes.

Skills

Organizational skills

Communication skills

Problem-solving skills

Customer service skills

Attention to detail

Education

High School Diploma or GED

Office Administration program

Tools

Microsoft Office Suite

SAP

AMS

Job description

Company: IWK Health

Req ID :

Department / Program: Administrative Assistants & Pediatrics, Administrative Assistants & Pediatrics

Location : Halifax

Type of Employment : Permanent Hourly PT ( 50% FTE) x 1 position(s)

Start Date : ASAP

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

Compensation : $ 23. - $ 26. / hour

Closing Date : November 13, (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 employees, physicians, volunteers and learners at sites across. 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, and enjoy access to enhanced 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 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 Chief Operating Officer and working closely with the Residency Program Director, the Administrative Assistant II provides administrative and program coordination support for the Division of Allergy. This role is integral to the smooth operation of divisional activities, postgraduate education, and academic programs. It requires exceptional organizational, communication, and problem-solving skills, as well as the ability to manage multiple priorities in a fast-paced academic environment.

The Administrative Assistant II supports physicians in the Division and the Residency Program by managing schedules, coordinating meetings, and preparing correspondence, reports, and presentations. The role includes organizing travel and appointments for faculty and residents, maintaining electronic and paper filing systems, and preparing agendas and minutes while ensuring timely follow-up on action items. The incumbent handles payroll entries, cheque requisitions, and financial reconciliations, orders office supplies, and assists with data collection, statistics, and academic reporting.

In collaboration with the Residency Program Director, the Administrative Assistant II serves as the primary liaison between the division, residents, the Postgraduate Medical Education Office, and external partners such as the RCPSC, CFPC, and CaRMS. The position involves coordinating resident rotation schedules, evaluations, and progress meetings, maintaining confidential records and accreditation documents, and supporting the CaRMS recruitment process. The incumbent also organizes orientations, exams, academic rounds, and special events, assists with accreditation reviews to ensure compliance with university and college standards, and maintains and updates divisional and program web content, manuals, and related materials. The responsibilities above are representative and should not be construed as all-inclusive.

Hours of Work

Permanent Part-Time (50% FTE), 35 hours bi-weekly. Specific schedule to be determined.

Your Qualifications

• High School Diploma or GED required; completion of a recognized Office Administration program required.
• Minimum six months related administrative experience required. Related experience is demonstrated by candidates who possess general office assistant experience. One year of experience is preferred.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with SAP, AMS, and Dalhousie / IWK financial systems preferred.
• Keyboarding proficiency of 40 wpm required (60 wpm preferred).
• Demonstrated accuracy, attention to detail, and ability to manage sensitive and confidential information.
• Strong written and verbal communication, interpersonal, and customer service skills.
• Proven ability to prioritize, multi-task, and meet deadlines with minimal supervision.
• Experience organizing events, conferences, and educational sessions preferred.
• Knowledge of postgraduate medical education systems and accreditation processes (RCPSC / CFPC) an asset.
• Demonstrated teamwork, initiative, and commitment to Family-Centered Care.
• Experience with graphic design, website maintenance, or database management considered assets.
• Commitment to continuous learning and professional growth.