Administrative Assistant III, Cardiology

IWK Health; Halifax; Hybrid; CAD 52,000 - 58,000; Full time

Job summary

IWK Health in Halifax is seeking an Administrative Assistant III to support the Division of Cardiovascular Surgery and the Children’s Heart Centre. You will coordinate surgeon schedules, maintain patient files, arrange surgeries, and support clinic efficiency.

The role requires an Office Administration diploma (or equivalent), a High School diploma, and 2–3 years of clinical admin experience. Strong organizational and communication skills are essential.

Qualifications

• High School Diploma or GED required.
• Office Administration diploma is required; Medical Office Administration diploma preferred.
• Minimum two years of related administrative experience in a clinical setting; three years preferred.
• Keyboarding at least 60 wpm with minimal errors; testing may be conducted.
• Advanced knowledge of Windows, MS Office, Outlook and online medical searches.

Responsibilities

• Coordinate surgeon schedules and liaise with internal/external departments and facilities.
• Maintain patient care files and coordinate pre-operative testing and surgeries.
• Prepare reports, correspondence, and assist with medical billing and purchasing.
• Attend meetings and take/distribute minutes; manage office filing and mail handling.

Skills

MS Office programs

Outlook

Windows

Medical terminology

Keyboarding 60 wpm

Time management

Organization

Interprofessional teamwork

Communication skills

Education

High School Diploma

Office Administration Diploma

Medical Office Administration Diploma

Tools

OPOR-CIS

Novari ATC

Medical billing software

Job description

Company : IWK Health

Req ID : 226188

Department/Program : Cardiology , Children's Medical Care

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 : $ 25.1868 - $ 28.0806 /hour

Closing Date : 19-Oct-26 (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

Reporting to the Manager, Ambulatory Surgical Care, and under the supervision of the Clinical Leader, Children’s Heart Centre, the Administrative Assistant III provides high quality administrative and organizational support to the Division of Cardiovascular Surgery as well as the Children’s Heart Centre. Responsibilities include, but are not limited to: utilizing Outlook to coordinate surgeon’s schedules – which will include liaising with administrative staff in another health care facility; maintaining patient care files; coordinating and scheduling patient surgeries which includes liaising with families, internal/external departments, hospitals and agencies; coordinating additional testing and procedures required pre-operatively for patients; providing academic and research support (i.e., literature searches, grant application preparation, article retrieval, etc.); maintaining Cardiovascular Surgery and Children’s Heart Centre team communications; actively anticipating and troubleshooting problems; coordinating travel arrangements including booking and expense recovery, as requested; attending meetings, taking, producing, and distributing minutes as required; completing correspondence and records for computerized medical billing, and service deliverables; participating in ambulatory care team discussions as required, offering input and energy into efforts at improving clinic efficiency and functioning; preparing purchase requisitions, cheque requisitions, and petty cash vouchers; word processing, and database entry; preparing/typing/transcribing reports, project documents, correspondences, etc; photocopying and distributing accordingly; establishing and maintaining office filing system including processing incoming/outgoing mail; answering phone calls, relaying messages and referring calls with follow-up as appropriate; participating occasionally in front desk coverage of the Children’ Heart Centre.

Hours of Work

Monday to Fridays (0800 – 1600)

Your Qualifications

• Minimum High School Diploma or G.E.D. required.
• Graduation from a recognized Office Administration diploma program is required, with preference given to candidates holding a Medical Office Administration diploma.
• Minimum two (2) years of related administrative experience in a clinical setting required. Related experience is demonstrated by candidates who possess general office assistant experience.
• Three years of experience is preferred. Keyboarding skills, minimum of 60 wpm required; maximum four (4) allowable errors. Testing may be conducted.
• Advanced working knowledge of Windows, MS Office programs, Outlook, online medical searches, Internet searches, and database programs required.
• Working knowledge of office equipment (e.g., fax machine, photocopier, scanner, etc) required.
• Successful completion of a medical terminology course required.
• Demonstrated commitment to family centred care required.
• Demonstrated strong time management, analytical, and problem-solving skills required.
• Demonstrated excellent organization, communication (verbal & written) and interpersonal skills required.
• Demonstrated ability to prioritize workloads required.
• Demonstrated initiative; self-motivated and able to work with minimal supervision/direction required.
• Demonstrated high regard for quality, accuracy, and attention to detail required.
• Demonstrated ability to respectfully work with a variety of interprofessional health care teams is required.
• Demonstrated flexibility to meet workload demands required.
• Commitment to continual learning and willingness to share knowledge with and support the development of Co-workers required.
• Excellent judgment and discretion in handling confidential and/or sensitive information required.
• Function effectively in a stressful environment with multiple deadlines and concurrent activities required.
• Experience with OPOR-CIS and Novari ATC experience preferred.
• Experience in computerized medical billing applications is preferred.
• Previous surgical booking experience an asset.
• Competency in other languages an asset; French preferred.

In the absence of candidates meeting the required education, consideration may be given to applicants demonstrating equivalent educational credentials and/or relevant administrative experience at an underfill level.

Thank 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 Admin Professionals 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.