Administrative Assistant To Director, Pharmacy

Click here to apply as an internal applicant.
Company : IWK Health
Req ID: 171258
Department/Program: Pharmacy , Pharmacy
Location: Halifax
Type of Employment: Permanent Hourly FT ( 100% FTE) x 1 position(s)
Start Date: February 2024
Union Status: Non-union , Management/Non Union Bargaining Unit
Compensation: $ 22.9756 - $ 28.7195 /hour
Closing Date: January 14, 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 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
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.
The Administrative Assistant is the primary point of contact for Pharmacy leadership, 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 as there is 100% confidence in the skills and qualities of the Administrative Assistant.
Key Responsibilities Include, But Are Not Limited To

• Serves as initial contact/resource person for Pharmacy leadership; reviews and responds to all incoming correspondence and inquiries, bringing attention to issues of particular relevance or urgency.
• Develops and maintains processes for issues management; keeping management appraised of events/information that affect workflow and service delivery.
• Initiates and composes routine and complex correspondence; as well as proofreads and edits material submitted for management’s signatures and use.
• Acts as liaison between management and direct reports, and all other internal or external customers.
• Supports the development and publication of Clinical Order Sets using Intelligent Designer.
• Acts as a backup to the Policy Office Administrative Assistant for posting IWK Policies on the Policy Management software.
• Establishes and maintains a variety of information systems.
• Manages general office operations (orders supplies, equipment maintenance, environmental services, claim expenses reports, directs mail, maintenance of filing system).
• Prepares purchase/cheque requisitions and resolves invoice discrepancies.
• Coordinates payroll for assigned staff.
• Coordinates human resource activities within the area of responsibility and liaises with the HR Department.
• Provides administrative support to selected committees under the responsibility of management and serves on committees or task forces as assigned.
• Provides coordination and administrative support for ad-hoc projects as assigned.
• Coordinates/organizes logistics for large meetings, conferences, and functions as required.
  

Hours of Work
Monday to Friday, 7.5 hour shifts.
Your Qualifications

• Graduate of a University level Business Administration program or a recognized Office Administration program required
• Minimum of three (3) years of administrative experience supporting senior-level management required
• A combination of education, training, and progressively responsible experience may be considered
• Ability to work independently with minimum direction and/or supervision is essential
• Must have the ability to function effectively in a stressful environment where multiple deadlines and concurrent activities are the norm
• Excellent judgment, diplomacy, and discretion in handling confidential and/or sensitive materials are essential
• Proven ability to act decisively and to exercise a high degree of initiative is required
• Superior organization and time management skills are required to prioritize and complete assignments in a timely manner
• Demonstrated adaptability as well as flexibility in creating/suggesting alternative solutions to meet goals is required
• Must possess a strong business sense; understanding the business implications of decisions
• Strong communication skills, both written and oral, are essential as well as excellent customer service skills
• Strong knowledge and experience using MS Word, Excel, PowerPoint, Outlook (calendar, email) and Microsoft 365 is required
• Knowledge and experience using SAP and/or Intelligent Designer is an asset
• 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. 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.