Administrative Assistant III, Department of Pediatrics

Click here to apply as an internal applicant.

Company : IWK Health

Req ID: 227672
Department/Program: Administrative Assistants & Pediatrics, Administrative Assistants & Pediatrics
Location: Halifax
Type of Employment: Permanent Hourly FT (100% FTE) x 1 position(s)
Start Date: ASAP
Union Status: NSGEU Off&Cler, Admin Professionals Bargaining Unit
Compensation: $25.1868 - $28.0806 /hour
Closing Date: 12-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

The Administrative Assistant III provides comprehensive administrative and operational support to the Division of General Pediatrics and the Division Head. The position requires a high degree of organization, accuracy, initiative, discretion and independent problem-solving in a complex clinical and academic environment.

The Administrative Assistant III works closely with physicians, nursing, allied health, administrative staff, learners, patients and families, as well as multiple departments and programs across IWK Health and Dalhousie University. The position plays an important role in supporting the efficient functioning of the Division and its clinical, academic and operational activities.

Responsibilities

Physician Scheduling and Clinical Coordination

• Maintain complex physician calendars with a high degree of accuracy and attention to detail.
• Coordinate physician clinical commitments, meetings, academic responsibilities and other scheduled activities, proactively identifying and resolving scheduling conflicts.
• Develop and maintain an electronic system for physician call scheduling, including coordinating changes and ensuring timely and accurate communication of schedule updates.
• Communicate with patients and families regarding appointments, scheduling and related administrative matters.
• Maintain accurate and current scheduling records and related documentation.

Associate Physician Program

• Provide administrative coordination for the Associate Physician Program within General Pediatrics.
• Coordinate administrative aspects of recruitment and onboarding of Associate Physicians.
• Maintain program policies, procedures, orientation materials and other required documentation.
• Maintain organized and current documentation required for accreditation.

Divisional and Operational Support

• Provide administrative and operational support to the Division Head and General Pediatricians.
• Maintain accurate divisional operational documents, distribution lists, policies, procedures, schedules and other resources, ensuring information remains accurate and current.
• Support the implementation and ongoing maintenance of divisional processes and operational initiatives.
• Anticipate and troubleshoot administrative and operational issues and participate in efforts to improve clinical efficiency and divisional functioning.
• Assist in developing clear, accessible process documents, workflows, presentations and visual materials to support new and existing divisional processes.

Meetings and Committee Support

• Coordinate meetings involving participants with complex clinical and academic schedules.
• Prepare and distribute agendas, meeting materials and supporting documentation.
• Attend designated meetings, accurately record and distribute minutes.

Academic and Dalhousie University Support

• Provide administrative support for the Division's academic activities and responsibilities with Dalhousie University.
• Assist with the preparation and coordination of presentations, educational materials, reports and other academic documents.
• Coordinate academic meetings, presentations and divisional educational activities.

Hours of Work

Monday to Friday, 7 hours per shift, option of 0700-1500h or 0800-1600h or 0900-1700h, hybrid option

Your Qualifications

• Minimum High School Diploma or G.E.D. required.
• Post-secondary education in Office Administration, Business Administration, or a related college/university program is required (an equivalent combination of education, training, and experience may be considered).
• Minimum 1 year of related experience is required, 2 years is preferred. Related experience is demonstrated by candidates who possess general office assistant experience.
• Demonstrated proficiency with Microsoft Office applications, including Outlook, Word and Excel, with strong technological aptitude and the ability to quickly learn, adopt and effectively use new electronic systems and digital workflows.
• Exceptional organizational and prioritization skills, with demonstrated ability to manage complex schedules, competing demands, changing priorities and deadlines with a high degree of accuracy.
• Demonstrated initiative and problem-solving skills, including the ability to anticipate needs, independently resolve issues within the scope of the role, and recognize when escalation is required.
• Excellent written and verbal communication and interpersonal skills, including the ability to prepare clear, accurate and professional correspondence, meeting minutes, process documents and other materials.
• Demonstrated ability to work effectively and collaboratively with physicians, interprofessional teams, patients and families
• Demonstrated professionalism, judgment and discretion in handling confidential and sensitive information.
• Experience with Canva or similar design tools and an ability to create clear, professional process documents and visual materials is considered an asset.
• Experience with SharePoint, Adobe or other document-management and collaboration applications is considered an asset.
• Experience supporting health-care, academic, accreditation or program activities is 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 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.