Administrative Assistant Ii, Medical Genetics

Click here as an internal applicant.
Company : IWK Health
Req ID:
#
Department/Program:
Administrative Assistants & Pediatrics,
Department of Pediatrics 
Location: Halifax  
Type of Employment:
Permanent 
Hourly FT (
100% FTE) 
x
1 position(s)
 Start Date:
ASAP
Union Status: 
NSGEU Off&Cler,
Admin Professionals Bargaining Unit
Compensation: $
20.3648 - $
23.1417 
/hour
Closing Date: January 26, 2024 (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 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 and the Head of the Division of Medical Genetics, the Administrative Assistant provides high quality administrative and organizational support to designated members of the Division as assigned.  The Administrative Assistant must be able to manage the division of time between physicians with diverse areas of interest and responsibility.   Responsibilities include, but are not limited to:  Typing of correspondence; Answering phones and emails; Scheduling appointments and meetings; Updating and maintaining Physician’s schedule;  Data entry; Processing mail; Photocopying;  Scheduling medical student rotations; Scheduling clinics; Conducting library and internet searches; Maintaining office filing systems; Preparing Power Point presentations; Making travel arrangements;  Preparing articles for  publication; Arranging teleconferences; Preparing research proposals; Maintaining research records and accounts; The responsibilities above are representative and should not be construed as all-inclusive.
Hours of Work
Monday – Friday, 7.0 hour shifts.  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 of six (6) months related administrative experience required. One (1) year is preferred.
-A combination of equivalent education and experience may be considered.
-Experience with Postgraduate and Undergraduate Medical Education programs preferred.
-Working knowledge of Microsoft Office and other computer programs/technology required.
-Keyboarding skills minimum of 40 wpm required, 60 wpm is preferred (testing on shortlisted candidates may be required).
-Strong working knowledge of excel required.
-Experience scheduling appointments and meetings required.
-High degree of initiative, diligence, attention to detail and self-discipline/focus required.
-Excellent multi-tasking, 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.
-Experience with One45 preferred.
-Experience organizing events, travel, case conferences, meetings, guest visits and teleconferences an asset.
-Experience with Dalhousie’s promotion and tenure process preferred.
-Experience with Dalhousie University and IWK financial systems an asset.
-Experience in SAP and Microsoft Outlook an asset.
-Comfortable in a deadline-driven environment.
-Committed to continual learning.
-Experience with graphic design an asset.
-Experience taking and producing minutes an asset.
-Demonstrated commitment to Family Centered Care required.
-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 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. Additionally, as per Nova Scotia’s COVID-19 Vaccine mandate, any offer of employment will be conditional upon submitting proof of full vaccination status. Medical exceptions or any other kind of requested exception based upon the Health Centre’s obligations pursuant to the Nova Scotia Human Rights Code will be considered on a case-by-case basis
 
I
f you are an employee of IWK Health, please apply through the internal careers page to ensure you are flagged as an internal applicant.