Administrative Coordinator - Doctors Nova Scotia

Facet Recruitment; Dartmouth; On-site; CAD 45,000 - 60,000; Full time

Benefits offered by this job

Flexible work options

Comprehensive benefits

Wellness & vacation

Job summary

Doctors Nova Scotia is seeking an Administrative Coordinator to support the Policy & Physician Wellness team in Dartmouth. You will coordinate committee logistics, manage program administration, and assist across multiple priorities in a collaborative, mission-driven environment.

The role requires five years in administrative support, strong MS Office skills, and attention to detail. Occasional evening meetings and onsite work at the Dartmouth office are expected.

Qualifications

• Post-secondary diploma in office administration or equivalent.
• Minimum five (5) years of administrative support or coordination experience, including committee/work-group support.
• Proficiency with Microsoft Office and virtual meeting platforms; strong recordkeeping abilities.
• Strong organizational, communication, and time-management skills with attention to detail.
• Assets: knowledge of Nova Scotia healthcare system, event planning experience, and understanding of EDI/RAC principles.

Responsibilities

• Coordinate administrative activities for physician committees and working groups, including scheduling, materials, minutes, and action items.
• Support program logistics and advisor committee for the Physician Leadership Development Program, including honoraria and weekend modules planning.
• Manage calendars, meetings, and logistics (virtual and in-person); prepare correspondence and documentation.
• Maintain electronic filing systems and ensure smooth information flow across programs and stakeholders.
• Provide front desk coverage and collaborate with the admin team for day-to-day operations.

Skills

Calendar management

Meeting coordination

Communication

Attention to detail

Team collaboration

Education

Post-secondary diploma in office administration

Tools

Microsoft Office

Virtual meeting platforms

Recordkeeping

Job description

Doctors Nova Scotia (DNS) is the professional association representing all physicians in the province, with over 5,500 members including practicing and retired physicians, medical students, and residents. As the collective voice of physicians in Nova Scotia, the association is committed to working with health-system partners to ensure the province can recruit and retain skilled physicians while continuously improving patient care.

Reporting to the Director, Policy & Physician Wellness, the Administrative Coordinator plays an integral role in supporting the effective operation of the Policy & Physician Wellness team. This position is ideal for a highly organized, detail-oriented professional who thrives in a collaborative environment and enjoys coordinating committee activities, managing administrative processes, and supporting multiple priorities across a dynamic and mission-driven organization.

Core Responsibilities

In this multifaceted role, you will provide administrative and coordination support to the Policy & Physician Wellness team while ensuring the smooth operation of member committees, programs, and team initiatives.

• Committee Coordination & Support: Coordinate administrative activities for several physician committees and working groups, including scheduling meetings, preparing and distributing materials, serving as the primary contact for committee logistics, taking minutes, and tracking action items and honoraria.
• Program & Event Administration: Support the Physician Leadership Development Program (PLDP) by coordinating program logistics, managing applications, supporting the advisory committee, arranging honoraria, and assisting with the planning of weekend leadership modules and related activities.
• Administrative Excellence: Manage calendars, schedule meetings, coordinate virtual and in-person logistics, prepare correspondence and documentation, maintain records, and ensure timely follow-up on inquiries and action items.
• Team & Operational Support: Maintain electronic filing systems, coordinate information flow across multiple programs and stakeholders, support workflow improvements, and contribute to effective team communication and collaboration.
• Member & Office Support: Provide front desk coverage as required, respond to inquiries professionally, and collaborate with the administrative support team to ensure seamless day-to-day operations.

Qualifications

You are a proactive and adaptable administrative professional with excellent organizational abilities and a commitment to delivering high-quality support.

• Education: Post-secondary diploma in office administration or an equivalent combination of education, training, and experience.
• Experience: A minimum of five (5) years of experience in an administrative support or coordination role, including experience supporting committees or working groups.
• Technical Skills: Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms, with the ability to manage records and administrative processes effectively.
• Soft Skills: Strong organizational, communication, and time-management skills, with exceptional attention to detail, sound judgment, and the ability to manage multiple priorities in a fast-paced environment.
• Assets: Knowledge of the Nova Scotia healthcare system, event planning and coordination experience, and an understanding of Equity, Diversity, Inclusion, Reconciliation, and Accessibility (EDI(R)A) principles are considered strong assets.

Please note that occasional evening meetings and periodic onsite work at the Dartmouth office are required as part of this position.

Why Join Doctors Nova Scotia?

At DNS, people are valued and the organization is passionate about its work. It offers an award-winning culture built on trust, accountability, and flexibility.

• Flexible Work Options: DNS supports remote work and flexible hours to help maintain a productive and positive organizational culture.
• Comprehensive Benefits: Employees have access to a defined benefit pension (NSHEPP), health and dental coverage, and an Employee and Family Assistance Program.
• Wellness & Vacation: DNS provides a flexible Health & Wellness benefit and three weeks (15 days) of paid vacation to support employee wellbeing.

To learn more about Doctors Nova Scotia, please visit: http://www.doctorsns.com/

Doctors Nova Scotia is committed to developing and supporting a more diverse, inclusive and equitable environment for both physicians and staff. Their goal is to have a diverse workforce that represents the individuals they serve. Preference will be given to candidates from equity-deserving groups, including those who identify as Indigenous, African Nova Scotians or other Racially Visible Persons, Persons with Disabilities, and 2SLGBTQ+. If you are a member of one or more of these equity groups, you are encouraged to self-identify on your application.

Equity, diversity, inclusion, reconciliation, and accessibility, or EDI(R)A, are embedded in Doctors Nova Scotia’s work and guided by an EDI(R)A framework. They support these commitments through ongoing education, policies, external assessments, and active staff-led committees, including an EDI(R)A Committee and a Truth and Reconciliation Committee. They apply an equity lens to their organizational decision-making.

If you have questions about how DNS can support a safe and inclusive workplace, or if you require accommodations during the hiring process, we encourage you to contact Greg Dickie at [e-mail].