Administrative Assistant III, Division of Respirology

Job summary

The Administrative Assistant III provides comprehensive support to the Division of Respirology, including transcribing documents, managing physician schedules, and organizing meetings. They are also responsible for processing billing claims, handling correspondence, and maintaining databases to ensure efficient department operations.

Job details

Click here to apply as an internal applicant. Company : IWK Health Req ID: 229373 Department/Program: Administrative Assistants & Pediatrics, Administrative Assistants & Pediatrics Location: Halifax Type of Employment: Permanent Hourly PT (50% FTE) x 1 position(s) Start Date: ASAPUnion Status: NSGEU Off&Cler, Admin Professionals Bargaining UnitCompensation: $25.1868 - $28.0806 /hourClosing Date: 25-Nov-26 (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 Reporting to the Chief Operating Officer of Pediatrics the Administrative Assistant III provides support to designated members of the Division of Respirology. Responsibilities include, but are not limited to: Transcribing documents (manuscripts, letters, memos, abstracts, research grant applications, protocol applications, etc.); Maintaining Physician schedules; Organizing meetings; Making travel arrangements; Preparing billing claims for processing; Answering phone calls, voicemails and email messages; Processing mail; Composing correspondence; Entering data and maintaining databases; Photocopying; Ordering supplies; Other related duties as assigned.Hours of Work 50% FTE, Monday - Friday, 2.5 shifts per week. Exact days to be determined. Your Qualifications • Minimum High School Diploma or G.E.D. required.• Graduate of a recognized Office Administration program required.• A combination of equivalent education and experience may be considered.• Minimum six (6) months of related administrative experience required. Related experience is demonstrated by candidates who possess general office assistant experience. One (1) year of experience is preferred.• Experience in Outlook, DalMedix, Adobe Acrobat, SAP, and the Internet is an asset. • Working knowledge of Microsoft Office and other computer programs/technology is required.• Keyboarding skills, minimum 40 wpm required; 60 wpm is preferred• Excellent multitasking, organizational, and prioritization skills required.• Proven team player with excellent communication and interpersonal skills required. • Demonstrated ability to work independently with minimal supervision required.• Demonstrated ability to respectfully work with a variety of inter-professional team members is required.• High degree of initiative, diligence, attention to detail, and self-discipline/focus required.• Committed to continual learning and willing to share knowledge and support the development of co-workers.• Experience organizing case conferences, meetings, guest visits, and teleconferences is an asset.• Experience in a related role in a health center or university/academic environment preferred.• Demonstrated experience using university and hospital libraries is an asset.• Committed to continual learning.• Demonstrated commitment to Family Centred Care required.• Competencies in other languages are an asset; French preferred.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 Admin Professionals 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. If you are an employee of IWK Health, please apply through the internal careers page to ensure you are flagged as an internal applicant.

What you’ll do

The Administrative Assistant III provides comprehensive support to the Division of Respirology, including transcribing documents, managing physician schedules, and organizing meetings. They are also responsible for processing billing claims, handling correspondence, and maintaining databases to ensure efficient department operations.

Requirements

Candidates must possess a high school diploma or G.E.D. and have graduated from a recognized Office Administration program. A minimum of six months of related administrative experience is required, along with proficiency in Microsoft Office and strong keyboarding skills.

Benefits

• Wellness programs
• Training opportunities
• Mentorship opportunities

Listed skills

• scheduling · Preferred
• Data entry · Preferred
• Microsoft Office · Preferred
• Microsoft Outlook · Preferred
• SAP · Preferred
• Multitasking · Preferred
• Communication · Preferred
• interpersonal skills · Preferred
• Attention to detail · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Transcription
• Scheduling
• Meeting organization
• Travel arrangements
• Billing claims
• Data entry
• Database maintenance
• Correspondence
• Microsoft Office
• Outlook
• Adobe Acrobat
• SAP
• Multitasking
• Communication
• Interpersonal skills
• Attention to detail
• Mentorship
• Self-Discipline
• Prioritization
• Detail Oriented
• Microsoft Outlook
• French Language
• SAP Applications
• Research
• Interpersonal Communications
• Administrative Functions
• Primary Care
• Pediatrics
• Billing
• Office Administration
• Telephone Skills
• Travel Arrangements
• Memos
• Grant Applications
• Disabilities
• Transcribing
• Health Sciences
• Organizing Meetings

Job areas

• Administrative
• Healthcare
• Division Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

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