Administrative Assistant to Manager, Contracts & Procurement
About the role
The Opportunity
Reporting to the Managers of Contracts & Procurement, and Strategic Change & Performance Improvement, the Administrative Assistant provides high quality administrative and organizational support for the day to day operations of various teams, such as coordinate schedules, maintains records and files, and provides organizational support to teams and committees. Responsibilities include, but are not limited to:
- Provides high-level support to the Manager and maintains a high degree of confidentiality with all issues;
- Creates written correspondence and proofreads/edits material for accuracy;
- Types/transcribes reports photocopying and distributes accordingly;
- Provides administrative support to committees chaired by the Manager;
- Provides logistic and organizational support for conference/meeting planning including arranging travel, booking and expense recovery;
- Organizes and maintains electronic and hard copy filing system including personnel files and recruitment processes;
- Assists with budget tracking and monitors financial expenditures, as required;
- Assists in the development of reports, including gathering and compiling information;
- Answers telephone/e-mail inquiries and communicates messages and information accurately with follow-up, as appropriate;
- Manages office operations (e.g., orders supplies, equipment maintenance, environmental services, claim expenses reports, directs mail, maintenance of filing system);
- Provides coordination and administrative support for ad-hoc projects as assigned;
- Other related duties as assigned.
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, Business or Secretarial Program required.
- Minimum three (3) years’ experience providing administrative/secretarial support to management level required.
- Previous experience in a health care environment an asset.
- Keyboarding skills of 60 wpm required; maximum four (4) allowable errors (skills testing on shortlisted applicants may be completed).
- Demonstrated superior IT skills with a thorough working knowledge of Windows, Word, Excel, PowerPoint, Publisher, Outlook, and Database Programs (e.g., SAP/HASP, SuccessFactors (MAP), etc.) required.
- Excellent judgment, diplomacy, and discretion in handling confidential and/or sensitive information required.
- Demonstrated strong communication (verbal and written), and interpersonal skills required.
- Demonstrated ability to liaise, network and interact effectively with others.
- Demonstrated ability to prioritize workload and employ flexibility to meet competing demands and multiple deadlines.
- Demonstrated ability to act decisively and to exercise a high degree of initiative and self-motivation required.
- Demonstrated ability to work independently with minimal direction and/or supervision required.
- Demonstrated high regard for quality, accuracy, and attention to detail required.
- Competency in other languages an asset.
About Nova Scotia Health Authority
We are Nova Scotia Health. We are rural and urban. We are in hospitals, health centres and community. We serve individuals and communities from Yarmouth to Cape Breton, from Amherst to Halifax, and everything in between.
We are researchers and learners, looking for new ways to prevent and treat disease and maintain health. We are partners – with community groups, schools, government, foundations and auxiliaries, community health boards and, most importantly, with you.
Most of all, we are a community of caring, compassionate people who care deeply about health, healing and learning. Together with you, we will create a healthier Nova Scotia.
Mission: Working together to achieve excellence in health, healing and learning
Vision: Healthy people, healthy communities – for generations
Administrative Assistant to Manager, Contracts & Procurement
About the role
The Opportunity
Reporting to the Managers of Contracts & Procurement, and Strategic Change & Performance Improvement, the Administrative Assistant provides high quality administrative and organizational support for the day to day operations of various teams, such as coordinate schedules, maintains records and files, and provides organizational support to teams and committees. Responsibilities include, but are not limited to:
- Provides high-level support to the Manager and maintains a high degree of confidentiality with all issues;
- Creates written correspondence and proofreads/edits material for accuracy;
- Types/transcribes reports photocopying and distributes accordingly;
- Provides administrative support to committees chaired by the Manager;
- Provides logistic and organizational support for conference/meeting planning including arranging travel, booking and expense recovery;
- Organizes and maintains electronic and hard copy filing system including personnel files and recruitment processes;
- Assists with budget tracking and monitors financial expenditures, as required;
- Assists in the development of reports, including gathering and compiling information;
- Answers telephone/e-mail inquiries and communicates messages and information accurately with follow-up, as appropriate;
- Manages office operations (e.g., orders supplies, equipment maintenance, environmental services, claim expenses reports, directs mail, maintenance of filing system);
- Provides coordination and administrative support for ad-hoc projects as assigned;
- Other related duties as assigned.
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, Business or Secretarial Program required.
- Minimum three (3) years’ experience providing administrative/secretarial support to management level required.
- Previous experience in a health care environment an asset.
- Keyboarding skills of 60 wpm required; maximum four (4) allowable errors (skills testing on shortlisted applicants may be completed).
- Demonstrated superior IT skills with a thorough working knowledge of Windows, Word, Excel, PowerPoint, Publisher, Outlook, and Database Programs (e.g., SAP/HASP, SuccessFactors (MAP), etc.) required.
- Excellent judgment, diplomacy, and discretion in handling confidential and/or sensitive information required.
- Demonstrated strong communication (verbal and written), and interpersonal skills required.
- Demonstrated ability to liaise, network and interact effectively with others.
- Demonstrated ability to prioritize workload and employ flexibility to meet competing demands and multiple deadlines.
- Demonstrated ability to act decisively and to exercise a high degree of initiative and self-motivation required.
- Demonstrated ability to work independently with minimal direction and/or supervision required.
- Demonstrated high regard for quality, accuracy, and attention to detail required.
- Competency in other languages an asset.
About Nova Scotia Health Authority
We are Nova Scotia Health. We are rural and urban. We are in hospitals, health centres and community. We serve individuals and communities from Yarmouth to Cape Breton, from Amherst to Halifax, and everything in between.
We are researchers and learners, looking for new ways to prevent and treat disease and maintain health. We are partners – with community groups, schools, government, foundations and auxiliaries, community health boards and, most importantly, with you.
Most of all, we are a community of caring, compassionate people who care deeply about health, healing and learning. Together with you, we will create a healthier Nova Scotia.
Mission: Working together to achieve excellence in health, healing and learning
Vision: Healthy people, healthy communities – for generations