Administrative Assistant III, Pediatric Subspecialty Residency Training

Nova Scotia Health Authority; Halifax; Hybrid; CAD 34,000 - 39,000; Full time

Job summary

IWK Health in Halifax is seeking an Administrative Assistant III to support the Pediatric Subspecialty Residency Training Program and the Physician Assistant Program at IWK Health and Dalhousie University. You will liaise with PGME, Directors, and Division Heads to ensure smooth operations and onboarding.

The role involves coordinating meetings, preparing minutes, and uploading documents in One45/OneDrive, with a focus on accreditation days and trainee activities.

Qualifications

• Minimum High School Diploma or GED required.
• Graduate of a recognized Office Administration Program required.
• Minimum 1 year of related administrative experience required. 2 years preferred.
• Combination of education and experience may be considered.
• Experience with Postgraduate and Undergraduate Medical Education programs preferred.
• Experience with One45 preferred.
• Experience in a health center or university/academic environment preferred.
• Working knowledge of Microsoft Office and other computer programs/technology required.
• Excellent working knowledge of Excel and Adobe required.
• Experience scheduling appointments and meetings required.
• Experience taking and producing minutes required.
• High degree of initiative, diligence, attention to detail and self-discipline/focus required.
• Excellent multi-tasking, organizational and prioritization skills required.
• Demonstrated ability to work independently with minimal supervision 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.
• Comfortable in a deadline driven environment.
• Competencies in other languages an asset

Responsibilities

• Liaise with PGME office, Program Directors, and Division Heads to support program operations.
• Coordinate trainee onboarding, IT access, system access, and badges.
• Coordinate meetings, prepare agendas, minutes, and program files.
• Upload and maintain documents in One45 and OneDrive.
• Assist with accreditation prep and Education days.
• Coordinate trainee interviews, orientations, and other program activities.
• Provide backup administrative support to Program Administrators during absences.
• Respond to program inquiries and correspondence.

Skills

Communication skills

Interpersonal skills

Team player

Independence

Deadline driven

Multi-tasking

Organizational skills

Attention to detail

Initiative

Prioritization

Self-discipline

Education

High School Diploma or GED

Office Administration Program

Tools

One45

Microsoft Office

Excel

Adobe

Job description

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Administrative Assistant III, Pediatric Subspecialty Residency Training

Req ID: 226151
Department/Program: Administrative Assistants & Pediatrics , Administrative Assistants & Pediatrics
Location: Halifax
Type of Employment: Temporary Hourly FT short-assignment ( 100% FTE) x 1 position(s) - 6 Months
Start Date: ASAP
Union Status: NSGEU Off&Cler , Admin Professionals Bargaining Unit
Compensation: $ 25.1868 - $ 28.0806 /hour
Closing Date: 13-Sep-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, the Administrative Assistant III provides administrative support to the Department of Pediatrics’ Subspecialty Residency Training Program across various Divisions, and to the Physician Assistant Program at IWK Health and Dalhousie University. Responsibilities include but are not limited to liaising with the Postgraduate Medical Education (PGME) office, Program Directors, Program Assistants, Division Heads, and other stakeholders to support the effective operation of the programs. Works closely with and provides backup administrative support to Program Administrators during absences; Responds to program related inquiries and correspondence; Coordinates trainee onboarding, including arranging IT access, system access, and identification badges; Coordinates meetings, prepares agendas, meeting minutes, and program files; Uploads and maintains documents in One45 and OneDrive; Assists with accreditation preparation and Education days; Coordinates trainee interviews, orientations, and other program activities as required.

The responsibilities above are representative and should not be construed as all-inclusive.

Hours of Work

Monday – Friday. Exact hours of work to be determined.

Your Qualifications

• Minimum High School Diploma or GED required.
• Graduate of a recognized Office Administration Program required.
• Minimum 1 year of related administrative experience required. 2 years is preferred. Related experience is demonstrated by candidates who possess general office assistant experience.
• A combination of equivalent education and experience may be considered.
• Experience with Postgraduate and Undergraduate Medical Education programs preferred.
• Experience with One45 preferred.
• Experience in a related role in a health center or university/academic environment preferred.
• Working knowledge of Microsoft Office and other computer programs/technology required.
• Excellent working knowledge of Excel and Adobe required.
• Experience scheduling appointments and meetings required.
• Experience taking and producing minutes required.
• High degree of initiative, diligence, attention to detail and self-discipline/focus required.
• Excellent multi-tasking, organizational and prioritization skills required.
• Demonstrated ability to work independently with minimal supervision 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.
• Comfortable in a deadline driven environment.
• Competencies in other languages an asset

Thank you for your interest in IWK Health.

Please note that we only contact applicants selected for interview/testing. If we invite you to the 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.

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