Job Description

Company : IWK Health

Req ID: 169848
Department/Program: Supply Chain & Strategic Sourcing, Corporate Services
Location: Halifax
Type of Employment: Permanent Hourly FT (100% FTE) x 1 position(s)
Start Date: ASAP
Union Status: Non-union, Management/Non Union Bargaining Unit
Compensation: $22.9756 - $28.7195 /hour
Closing Date: December 12, 2023 (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 . 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 , and enjoy access to enhanced 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

Reporting to the Director, Supply Chain & Strategic Sourcing, and the Director, Corporate Transactions & Treasury, the Administrative Assistant is responsible for providing con\xef\xac\x81dential and comprehensive administrative support by e\xef\xac\x80ectively coordinating the day-to-day operations of the Directors. The position coordinates all administrative activities, establishes administrative procedures and guidelines, and acts as a liaison with the administrative assistants within the portfolio and across IWK Health. This position provides additional support to committees or working groups as assigned, as well as supports other members of the respective teams as required.

Key Responsibilities:

• Communications support and coordination within a virtual/hybrid working arrangement.
• Coordinates and schedules appointments/meetings and assembles/prepares background material upon request.
• Provides administrative support for the Human Resource needs of the unit including posting positions, completing paperwork, checking references, arranging interviews, assisting with onboarding, coordination of performance management reviews and attendance management.
• May enter payroll information into the respective time system and assist with the collection of direct report timecards.
• Provides administrative support in relation to the Board of Director and Board of Director sub-committee meeting reports and other reports and presentations as required.
• Provides administrative support for team meetings, committees or working groups as required; takes meeting notes/minutes and coordinates logistics for meetings, including appointment, room bookings and virtual technological requirements.
• Oversight of the departmental email accounts and content on the intranet, OP3, relevant sections of the external websites, and other team documents.
• Responsible for the e\xef\xac\x80ective coordination of shared workspace for the teams.
• Coordinates Director approval of various documents, invoices, etc.
• Reviews and drafts correspondence, determining the priority of the communication, bringing to the Director\'s attention issues of particular relevance or urgency. Redirects material to appropriate departmental o\xef\xac\x83cials for draft preparation or response. Maintains a follow-up system to ensure redirected requests have been handled.
• Demonstrate excellent relationship management and a superior customer service focus as the \xef\xac\x81rst point of contact from internal and external stakeholders and partners.
• Establishes and maintains a variety of information systems, including document \xef\xac\x81ling, policy/procedure/record keeping, data collection and retention systems to ensure e\xef\xac\x83cient storage and retrieval of materials.
• Ensures appropriate schedule of policy and procedure review is undertaken.

Other Responsibilities:

• Arranges travel/accommodations, coordinates expense reports and performs other administrative duties as requested.
• Manages general o\xef\xac\x83ce operations (supplies, equipment maintenance, environmental services, etc.) as required.
• Reviews monthly departmental \xef\xac\x81nancial reports and reports discrepancies and variances to the Directors.
• Supports the employee performance development process.

Hours of Work

Monday-Friday, 75 Hours Biweekly

Your Qualifications

• Graduate from a recognized O\xef\xac\x83ce Administration Program.
• Minimum three (3) years of related administrative experience is required.
• Administrative experience in a health care environment preferred.
• Advanced working knowledge and experience using Microsoft O\xef\xac\x83ce (Word, Excel, PowerPoint, Outlook) required.
• Experience with SharePoint, SAP and Adobe is preferred.
• Resourceful and analytical with the ability to use good judgment to make decisions about o\xef\xac\x83ce functioning and prioritizing both the Director\'s time/availability, as well as their own time.
• Takes appropriate measures toward process improvements.
• Understands and works within the formal and informal in\xef\xac\x82uences and decision-making relationships within the organization.
• Is a self-starter in achieving job goals; takes action beyond explicit job responsibilities; sets high performance goals, understands which decisions can be made alone and which require consultation with others, acts accordingly.
• Using discretion in decision making in absence of the Directors.
• Proven analytical thinking skills in order to prioritize work with ever changing priorities; ability to multi-task while handling frequent interruptions.
• Proven time management, problem-solving skills and ability to prioritize workloads.
• Excellent organizational skills, strong communication (verbal & written) and interpersonal skills.
• Demonstrated initiative, self-motivation and ability to work independently with minimal direction and/or supervision.
• Demonstrated high regard for quality, accuracy and attention to detail.
• Ability to work well independently and as a member of the team.
• Excellent judgment and discretion in sensitive information to maintain privacy and con\xef\xac\x81dentiality.
• Function e\xef\xac\x80ectively in a stressful environment with multiple deadlines and concurrent activities and demands.
• 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

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

Nova Scotia Health Authority