Administrative Assistant To Director

Click here as an internal applicant.
Company: IWK Health

Req ID:
#
Department/Program:
Diagnostic Services and MMGS,
Diagnostic Services & Maritime Medical Genetics
Location: Halifax

Type of Employment:
Permanent
Hourly FT (
100% FTE)
x
1 position(s)

Start Date:
04/15/2025
Union Status:
Non-union,
Management/Non Union Bargaining Unit
Compensation: $
24.2589 - $
30.3236
/hour
Closing Date: April 27, 2025 (Applications are accepted until 23:59 Atlantic Time)

This is not a designated position; however, preference will be given to qualified candidates who self-identify as Indigenous, Black/African Nova Scotians, Persons of Colour, Immigrants/Newcomers, Persons with Disabilities, and/or 2SLGBTQIA+. Please self-identify on your application.

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. 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 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

The Administrative Assistant is the primary point of contact for the Director of the Department of Pathology and Laboratory Medicine, Diagnostic Imaging and Maritime Medical Genetics, providing support in the execution of administrative operations, analytical assistance, and coordination of all administrative matters. The Administrative Assistant performs highly complex, confidential, and analytical assignments with only general direction provided by management. The Administrative Assistant has a partnership relationship with management such that there is 100% confidence in the skills and qualities of the Administrative Assistant.

Key Responsibilities

1. Serves as initial contact/resource person for the Director of the Department of Pathology and Laboratory Medicine, Diagnostic Imaging and Maritime Medical Genetics; reviews and responds to all incoming correspondence and inquiries, bringing attention to issues of particular relevance or urgency.
2. Develops and maintains processes for issues management; keeping management appraised of events/information that affect workflow and service delivery.
3. Initiates and composes routine and complex correspondence; as well as proofreads and edits material submitted for management’s signatures and use.
4. Acts as liaison between management and direct reports, and all other internal or external customers.
5. Establishes and maintains a variety of information systems.
6. Manages general office operations (orders supplies, equipment maintenance, environmental services, claim expenses reports, directs mail, maintenance of filing system).
7. Prepares purchase/cheque requisitions and resolves invoice discrepancies.
8. Coordinates payroll for assigned staff.
9. Coordinates human resource activities within the area of responsibility and liaises with the HR Department.
10. Provides administrative support to selected committees under the responsibility of management and serves on committees or task forces as assigned.
11. Provides coordination and administrative support for ad-hoc projects as assigned.
12. Coordinates/organizes logistics for large meetings, conferences, and functions as required.

Hours of Work

Monday to Friday, 75 hours biweekly; flexibility of hours may be required. Hybrid work arrangements are available.

Your Qualifications

1. Graduate of a University level Business Administration program or a recognized Office Administration program required.
2. Minimum of three (3) years of administrative experience supporting senior-level management required.
3. A combination of education, training, and progressively responsible experience may be considered.
4. Ability to work independently with minimum direction and/or supervision is essential.
5. Must have the ability to function effectively in a stressful environment where multiple deadlines and concurrent activities are the norm.
6. Excellent judgment, diplomacy, and discretion in handling confidential and/or sensitive materials are essential.
7. Proven ability to act decisively and to exercise a high degree of initiative is required.
8. Superior organization and time management skills are required to prioritize and complete assignments in a timely manner.
9. Demonstrated adaptability as well as flexibility in creating/suggesting alternative solutions to meet goals is required.
10. Must possess a strong business sense, understanding the business implications of decisions.
11. Strong communication skills, both written and oral, are essential as well as excellent customer service skills.
12. Strong knowledge and experience using MS Word, Excel, PowerPoint, Outlook (calendar, email) is required.
13. Knowledge and experience using SAP is an asset.
14. 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 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 Management/Non Union 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.

If you are an employee of IWK Health, please apply through the internal careers page to ensure you are flagged as an internal applicant.