Administrative Assistant III, Division of Respirology

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

Job summary

IWK Health in Halifax, NS, seeks an Administrative Assistant III to support the Division of Respirology. Responsibilities include transcribing documents, managing physician schedules, organizing meetings, travel arrangements, and billing processing.

The role requires a high school diploma or GED and an Office Administration graduate. Familiarity with SAP, DalMedix, Outlook, and Microsoft Office is an asset; 40 wpm typing is expected.

Qualifications

• Minimum High School Diploma or GED required.
• Graduate of a recognized Office Administration program required.
• A combination of equivalent education and experience may be considered.
• Minimum six (6) months of related administrative experience required. One year preferred.
• Experience in Outlook, DalMedix, Adobe Acrobat, SAP, and the Internet is an asset.
• Working knowledge of Microsoft Office and other computer programs/technology is required.
• Keyboarding skills, minimum 40 wpm; 60 wpm preferred.
• Excellent multitasking, organizational, and prioritization skills required.
• Proven team player with excellent communication and interpersonal skills required.
• Demonstrated ability to work independently with minimal supervision required.

Responsibilities

• Transcribing documents (manuscripts, letters, memos, abstracts).
• Maintaining Physician schedules.
• Organizing meetings and travel arrangements.
• Preparing billing claims for processing.
• Answering phone calls, voicemails and emails.
• Processing mail and entering data.
• Ordering supplies and general administrative duties.
• Support the development of co-workers.

Skills

Multitasking

Communication

Team player

Independent work

Interprofessional collaboration

Education

High School Diploma or GED

Office Administration program graduate

Tools

SAP

DalMedix

Adobe Acrobat

Outlook

Microsoft Office

Job description

Req ID: 229373
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: $ 25.1868 - $ 28.0806 /hour
Closing Date: 25-Nov-26 (Applications are accepted until 23:59 Atlantic Time)

Administrative Assistant III, Division of Respirology

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 III provides support to designated members of the Division of Respirology. Responsibilities include, but are not limited to: Transcribing documents (manuscripts, letters, memos, abstracts, research grant applications, protocol applications, etc.); Maintaining Physician schedules; Organizing meetings; Making travel arrangements; Preparing billing claims for processing; Answering phone calls, voicemails and email messages; Processing mail; Composing correspondence; Entering data and maintaining databases; Photocopying; Ordering supplies; Other related duties as assigned.

Hours of Work

50% FTE, Monday - Friday, 2.5 shifts per week. Exact days to be determined.

Your Qualifications

• Minimum High School Diploma or G.E.D. required.
• Graduate of a recognized Office Administration program required.
• A combination of equivalent education and experience may be considered.
• Minimum six (6) months of related administrative experience required. Related experience is demonstrated by candidates who possess general office assistant experience. One (1) year of experience is preferred.
• Experience in Outlook, DalMedix, Adobe Acrobat, SAP, and the Internet is an asset.
• Working knowledge of Microsoft Office and other computer programs/technology is required.
• Keyboarding skills, minimum 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 work independently with minimal supervision required.
• Demonstrated ability to respectfully work with a variety of inter-professional team members is required.
• High degree of initiative, diligence, attention to detail, and self-discipline/focus required.
• Committed to continual learning and willing to share knowledge and support the development of co-workers.
• Experience organizing case conferences, meetings, guest visits, and teleconferences is an asset.
• Experience in a related role in a health center or university/academic environment preferred.
• Demonstrated experience using university and hospital libraries is an asset.
• Committed to continual learning.
• Demonstrated commitment to Family Centred Care required.
• Competencies in other languages are an asset; French preferred.

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.

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.

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