Job Description

Position Information

Position Title

Administrative Assistant

Department/Unit

Physiotherapy

Location

Halifax, Nova Scotia, Canada

Posting Number

S190-25

Employee Group

NSGEU Local 77

Position Type

Regular, On-Going

Duration of Contract (if applicable)

Employment Type

Full Time

Full-time Equivalency (FTE)

1.0

Salary

$25.89- $32.77 ($47,119 - $59,644 per annum, 35 hours per week)

Classification

C5

Provisional Statement

This is a provisional classification. Formal regular review classification procedures may be initiated at any time by the incumbent or supervisor after the incumbent has worked a minimum of six months in the role.

About Dalhousie University

Dalhousie University is Atlantic Canada's leading research-intensive university and a driver of the region's intellectual, social and economic development. Located in the heart of Halifax, Nova Scotia, with an Agricultural Campus in Truro/Bible Hill, Dalhousie is a truly national and international university, with more than half of our almost 21,000 students coming from outside of the province. Our 6,000 faculty and staff foster a vibrant, purpose-driven community, that celebrated 200 years of academic excellence in 2018.

Job Summary

The School of Physiotherapy, within the Faculty of Health, has established the Dalhousie Physiotherapy Clinic to deliver exceptional physiotherapy services to Dalhousie's students, athletes, faculty/staff and the general public utilizing an evidence-based treatment approach, creating innovative experiential learning opportunities for our students, and incorporating research-centered clinical practice. Reporting to the Clinic Manager, the Administrative Assistant/Receptionist will provide strong customer service and administrative support for the efficient and smooth running of the Dalhousie Physiotherapy Clinic. This position is on the front desk throughout the shift and is therefore required to balance both reception and administrative duties continuously.

Key Responsibilities

Ensure a welcoming and professional reception for clients and co-workers alike. Schedule appointments on-line, in person or by telephone. Answer phones, greet and assist clients throughout their appointment. Respond to general inquiries and assist clients with problems such as scheduling and billing. Prepare, organize, and maintain both physical and electronic patient charts used for daily appointments. Ensure clients complete necessary forms; scan forms to clients' electronic medical records (EMR). Use Clinic's EMR program to schedule, track billing, electronic filing and reporting. Provide a variety of administrative support to the Clinic Manager, physiotherapists, and other support staff. This includes booking meetings, preparing agendas and materials, taking minutes; coordinating clinic documentation; drafting and formatting letters; monitoring and procuring office and clinic supplies. Assist the Clinic Manager in compiling budget forecasts; draft annual budget documentation. Complete monthly budget variance reviews. Process client charges, collect payments, issue receipts. Reconcile receivables and invoices. Prepare and submit cheque requisitions, deposit advice forms and journal entries. Prepare files and charts requested by insurance providers or law firms. Assist the oversight of clinic audits from insurers with clinic manager. In a back-up capacity, ensure treatment area cleanliness, including laundry and treatment area organization; set up and prepare equipment and clean up after clients' treatment; and set up and provide patients with heat or ice.

Note

This position requires periods of time standing; repetitive reaching, bending, and lifting/carrying of objects up to 15 lbs. (from floor, waist and above shoulder level); and pushing/pulling of equipment; and at times working with cleaning solutions.



Due to operational requirements, the successful applicant is required to work in-person on campus.

Required Qualifications

Business or Medical Office Administration diploma plus approximately three to five years' relevant experience, ideally in the domain of a health clinic where the role directly interacts with patients/clients or a similarly complex, fast-paced environment (or equivalent combination of training and experience). Scheduling and billing experience. Must have strong interpersonal and communication (verbal and written) skills. Proven experience maintaining patient/client confidentiality. Must have demonstrated experience working independently in a busy clinic environment. Strong attention to detail and accuracy.

Assets

WHMIS certification.

Job Competencies

The successful candidate is expected to demonstrate proficiency in Dalhousie's

core

and

leadership

competencies, in particular:



Respect & Inclusion Adaptability Knowledge & Thinking Skills Communication Service

Additional Information

Dalhousie University supports a healthy and balanced lifestyle. Our total compensation package includes a defined benefit pension plan, health and dental plans, a health spending account, an employee and family assistance program and a tuition assistance program.

Application Consideration

Bargaining unit employees (NSGEU local 77) are given priority consideration and will be notified on the status of their application following assessment. All other applications will be considered when there is no qualified candidate from the bargaining unit.



We sincerely appreciate all applications and note that only candidates selected for an interview will be contacted directly by the hiring department or People and Culture.

Diversity Statement

Dalhousie University commits to achieving inclusive excellence through continually championing equity, diversity, inclusion, and accessibility. The university encourages applications from Indigenous Peoples of Turtle Island (especially Mi'kmaq), persons of Black/African descent (especially African Nova Scotians), and members of other racialized groups, persons with disabilities, women, persons identifying as members of 2SLGBTQIA+ communities, and all candidates who would contribute to the diversity of our community. In accordance with our Employment Equity Policy, preference will be given in hiring processes to candidates who self-identify as members of one or more of the equity-deserving groups listed above. For more information, including details related to our Employment Equity Policy and Plan and definitions of equity-deserving groups please visit

www.dal.ca/hiringfordiversity

If you require any support for the purpose of accommodation, such as technical aids or alternative arrangements, please let us know of these needs and how we can be of assistance. Dalhousie University is committed to ensuring all candidates have full, fair, and equitable participation in the hiring process. Our complete Accommodation Policy can be viewed

here

.


Posting Detail Information

Number of Vacancies

1

Open Date

12/12/2025

Close Date

12/21/2025

Open Until Filled

No

Special Instructions to Applicant

Quick Link for Direct Access to Posting

https://dal.peopleadmin.ca/postings/19646