Administrative Assistant - Jobs in Halifax, NS

Job Description

Company : IWK HealthReq ID: 142539Department/Program: CCFV, Research ServicesLocation: HalifaxType of Employment: Temporary Hourly FT long-assignment (100% FTE) for one year x 2 position(s)Start Date: ASAPUnion Status: Research, Management/Non Union Bargaining UnitCompensation: As Per Health Centre ScaleClosing Date: Open Until FilledIWK 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 OpportunityThe Canadian Center for Vaccinology Administrative Assistant (hereafter referred to as “Administrative Assistant”) reports to the Manager of Administrative Services, CCfV. The Administrative Assistant provides administrative and communications support to CCfV, and to individual investigators for their research activities.Reporting to the Manager of Administrative Services of the Canadian Centre for Vaccinology (CCfV), the Administrative Assistant provides administrative and communications support to CCfV and ongoing research studies, and additional tasks/duties required to ensure the efficient operational effectiveness of the center.Responsibilities:

• Committee support: proactively maintain meeting schedules, coordinate meetings, prepare packages, and take minutes
• Managing the CCfV direct phone line and forwarding calls as needed
• General administrative duties (faxing/scanning/copying) related to research or general CCfV activities
• Point person for CCfV photocopiers and Xerox machines: new codes, usernames, meter-readings and breakdowns/repairs
• Long distance phone and postal codes for new studies
• Daily mail pick-up and arranging for registered mail/couriers
• Maintaining office inventory: paper orders, office supplies, and water
• Provide facilities maintenance support: submitting/tracking work orders and locksmith requests
• Iron Mountain file maintenance
• Provide general administrative support as needed to Research Coordinators, Project Managers, and other CCfV staff
• Assist with the completion of research reports for internal and external stakeholders
• Data collection for annual reports and publications databases
• Assist with special event/conference planning including CCfV ID Research Day
• Provide back up support for, and work collaboratively with, other members of the Administrative Team
• Assist with the coordination/orientation of new employees, including space and equipment allocation, tracking IT assets, and managing IT requests
• Provide administrative support to clinical activities activities of the Pediatric Infectious Diseases
• Division, including collecting and distributing patient consult requests as needed

Skills, Knowledge, Education and Experience

• Able to establish and maintain positive working relationships with others, both internally and externally; strong interpersonal skills and ability to work cooperatively and effectively with others to set goals and resolve problems
• Excellent communication and interpersonal skills; able to speak, listen and write in a clear, thorough, and timely manner using appropriate and effective communication tools and techniques
• Demonstrate a high level of time management and decision-making skills in setting priorities based on deadlines (both internal and external); proven ability to work within multiple priorities
• Strong attention to detail
• Organization skills and planning, including developing a work schedule, monitoring progress towards goals, and tracking details, data, information, and activities

Your Qualifications

• Bachelor’s degree education in administration, communications, or related field
• 2+ years of relevant experience within a university, hospital, or comparable environment in a research setting
• Experience in academic administration strongly preferred
• Working knowledge of grant applications considered an asset
• Working knowledge of project management fundamentals
• Working knowledge of social media platforms, WordPress and online campaign tools (Constant Contact) strongly preferred
• Previous experience with academic CVs strongly preferred
• Excellent oral and written communication skills

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 basisIf you are an employee of IWK Health, please apply through the internal careers page to ensure you are flagged as an internal applicant.Quick Apply

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