Administrative Assistant III, Division of Developmental Pediatrics

IWK Health; Halifax; On-site; CAD 35,000 - 39,000; Full time

Job summary

IWK Health is seeking an Administrative Assistant for the Division of Developmental Pediatrics in Halifax. The role provides comprehensive administrative support including scheduling, referrals, meeting coordination, and data entry.

The position emphasizes teamwork, accuracy, and proactive organization within a university-affiliated health setting. The successful candidate will have at least a high school diploma, 1 year of experience (2 years preferred), and strong Microsoft Office proficiency.

Qualifications

• Minimum High School Diploma or GED required.
• Post-secondary education in Office Administration, Business Administration, or a university/college program required.
• Minimum 1 year related administrative experience; 2 years preferred.
• Working knowledge of Microsoft Office and other computer programs.
• Keyboarding 40 wpm minimum; 60 wpm preferred.
• Excellent multitasking, organizational and prioritization skills.
• Proven team player with strong communication and interpersonal skills.
• Experience with health center/university environments is an asset.

Responsibilities

• Answer phone calls and emails; schedule and book patient appointments.
• Prepare patient referrals and agendas/minutes; maintain physician schedules.
• Arrange travel, process claims, and liaise with outside organizations.
• Data entry, filing system maintenance, and photocopying.
• Organize meetings, teleconferences, and web-based meetings; order supplies.

Skills

Microsoft Office

Keyboarding 40 wpm

Multitasking

Communication

Team player

Initiative

Education

High School Diploma or GED

Office Administration/Business Admin program

Tools

Outlook

OPOR

SharePoint

SAP

EndNote

PubMed

DalMedix

Adobe Acrobat

Job description

Company: IWK Health Req ID: 228867 Department/Program: Administrative Assistants & Pediatrics , Administrative Assistants & Pediatrics Location: Halifax Type of Employment: Temporary Hourly FT long-assignment ( 100% FTE) until 01/01/2028 x 1 position(s) Start Date: ASAP Union Status: NSGEU Off&Cler , Admin Professionals Bargaining Unit Compensation: $ 25.1868 - $ 28.0806 /hour Closing Date: 9-Nov-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 Chief Operating Officer of Pediatrics, the Administrative Assistant provides administrative support to designated members of the Division of Developmental Pediatrics. Responsibilities include, but are not limited to: Answering phone calls and email messages; Preparing patient referrals; Scheduling and booking patient appointments; Transcribing a variety of documents; Scheduling and organizing meetings; Preparing agendas and minutes; Maintaining physician schedules; Arranging travel and processing claims; Liaising with outside organizations, physicians and health professionals; Maintaining and reconciling financial accounts; Maintaining office filing system; Photocopying; Data entry; Arranging teleconferences and other web-based meetings; Ordering supplies; Other duties as assigned.

Hours of Work

Monday – Friday, 7-hour shifts. 07:00-15:00, 07:30-15:30, or 08:00-16:00

Your Qualifications

• Minimum High School Diploma or G.E.D. required.
• Post-secondary education in Office Administration, Business Administration, or a university or college program required.
• Minimum 1 year of related administrative experience required. Two years is preferred. A combination of equivalent education and experience may be considered.
• Working knowledge of Microsoft Office and other computer programs/technology is required.
• Keyboarding skills minimum of 40 wpm required, 60 wpm is preferred.
• Excellent multitasking, organizational and prioritization skills required.
• Proven team player with excellent communication and interpersonal skills required.
• Demonstrated ability to respectfully work with a variety of inter-professional team members required.
• High degree of initiative, diligence, attention to detail, and self-discipline/focus required.
• Demonstrated ability to work independently with minimal supervision required.
• Experience organizing case conferences, meetings, guest visits and teleconferences an asset.
• Experience in a related role in a health center or university/academic environment preferred.
• Experience booking patient appointments in OPOR.
• Experience booking meetings in Outlook.
• Experience in One Person One Record (OPOR) Outlook, PubMed, DalMedix, SAP, Adobe Acrobat, EndNote, SharePoint and the internet an asset.
• Experience typing grants an asset.
• Experience taking and producing minutes an asset.
• Experience using EndNote program for reference edition, formatting, article retrieving, and EndNote library management an asset.
• Competency in other languages an asset.
• Demonstrated commitment to Family Centered Care required.

Thank you for your interest in IWK Health.

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.