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Company: IWK Health
Req ID: #
Department/Program: WZ Interprofessional Autism Team, Provincial Preschool Autism Services
Location: Yarmouth
Type of Employment: Permanent, Hourly FT (100% FTE)
Positions: 1
Start Date: April 28, 2025
Union Status: Non-union, Management/Non Union
Compensation: $22.7873 - $28.4842/hour
Closing Date: April 15, 2025 (Applications are accepted until 23:59 Atlantic Time)
IWK Health is a respected academic health sciences centre 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.
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. 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.
Provincial Preschool Autism Services
The Provincial Preschool Autism Service (PPAS) is a partnership between IWK Health (IWK), Nova Scotia Health (NSH), Hearing and Speech Nova Scotia (HSNS), and Autism Nova Scotia (Autism NS). It provides person and family-centred services to preschoolers across Nova Scotia who are suspected of or have a diagnosis of autism.
The Opportunity
Reporting to the Clinical Managers, Western, Eastern, and Northern Zone of the Provincial Preschool Autism Service, the Administrative Assistant provides high-quality administrative and organizational support to the Managers and other members of the team. Responsibilities include but are not limited to:
- Providing high-level support and maintaining a high degree of confidentiality with all issues.
- Effectively managing calendars and scheduling of meetings.
- Creating accurate written correspondence.
- Typing/transcribing reports, photocopying, and distributing accordingly.
- Providing administrative support to committees chaired by the Managers.
- Providing logistic and organizational support for all meetings, including arranging travel, booking, and expense recovery.
- Organizing and maintaining electronic and hard copy filing systems.
- Maintaining personnel files, completing job postings, and position requisitions.
- Creating interview packages and coordinating and arranging for new hires.
- Coordinating scheduling and compilation of performance evaluations.
- Assisting with budget tracking and monitoring of financial expenditures as required.
- Assisting in the development of reports, including gathering and compiling information.
- Answering telephone/e-mail inquiries and communicating messages and information accurately with follow-up, as appropriate.
Other related duties as assigned. The Administrative Assistant will be supporting managers and teams across the Northern, Western, and Eastern Zones, and therefore requires exemplary technical skills to thrive in a virtual support model.
Hours of Work: Monday to Friday; 75 hours bi-weekly.
Your Qualifications
- Minimum High School Diploma or GED required.
- Graduate of a recognized Office Administration Program required.
- Minimum three (3) years' experience providing administrative/secretarial support to management level required.
- Excellent judgment, diplomacy, and discretion in handling confidential and/or sensitive information required.
- Demonstrated superior IT skills with a thorough working knowledge of Windows, Word, Excel, PowerPoint, Publisher, Outlook, and Database Programs (SAP/MAP), SharePoint, Zoom/MS Teams, required.
- Proven time management and problem-solving skills required.
- Demonstrated excellent organizational skills, strong communication (verbal and written), and interpersonal skills required.
- Proven ability to act decisively and to exercise a high degree of initiative and self-motivation required.
- Ability to work independently with minimal direction and/or supervision required.
- Demonstrated high regard for quality, accuracy, and attention to detail required.
- Demonstrated ability to function effectively in a stressful environment with multiple deadlines and concurrent activities required.
- Experience with SAP and MAP including monitoring monthly financial reports an asset.
- Previous experience in a healthcare environment an asset.
- Experience with DSS, MEDITECH, eSource, SIMS, and Internet an asset.
- Competencies in other languages are considered 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 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.
