Administrative Assistant II

IWK Health Centre - Halifax, NS (il y a 30+ jours)

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Department/Program: Dentistry, Children's Health Program
Type of Employment: Permanent Hourly FT (100% FTE) x 1 position(s)
Req ID: 60182
Union Status: Admin Professionals Bargaining Unit
Compensation: $20.2635 - $23.0266/hour
Posting Date: June 26, 2020
Closing Date: July 10, 2020
Start Date: ASAP

The IWK Health Centre is an internationally recognized and respected academic health sciences centre located in Halifax, Nova Scotia, providing tertiary and primary care for two million women, children, youth and families across the Atlantic region. The IWK is committed to a workplace where our staff, physicians, learners and volunteers reflect the patients, families and communities that we serve. We seek and encourage applicants who reflect our broad diversity, and we are committed to reducing barriers to employment and career growth.

Position Summary

Reporting to the Manager, Ambulatory Care & Regional Poison Centre, the Administrative Assistant I provides high quality administrative and organizational support to the Dentistry Team. This position encompasses administrative support for the Chief of Dentistry, Dentistry Clinical Team and the Dalhousie Faculty of Dentistry Paediatric Dentistry Academic Program (IWK commitment). Responsibilities include, but are not limited to:

Administrative Support (Clinical): (0.8FTE)

Administrative Support for the Chief of Dentistry including day to day organization of calendar, writing of reports, managing correspondence, arranging meetings, facilitation of events (regular and special), annual AFP reporting and meeting, Accreditation processes.
Administrative Support for the Dentistry Care Team including Paediatric Dentists, Dental Residents, Clinical Leader and other support staff as required.
Keeping track of and ensuring the meeting of daily, monthly, quarterly and annual deadlines and recurring events/requirements using Dentistry Annual Calendar.
Coordinating and attending team, pediatric dentist group, operational, finance and departmental meetings, developing agendas, taking/producing minutes, and identifying action items.
Word Processing and database entry for recurrent reports and clinical activity
Clinical scheduling of vacations and on call for Paediatric Dentists, Residents and Dental Assistants.
Working knowledge of registration, filing and telephone reception at front desk area to provide coverage or assistance if necessary.

Administrative Support (Academic) Dalhousie Faculty of Dentistry, Paediatric Dentistry): (0.2FTE)

Annual and Term scheduling of the paediatric dentistry components of academic commitments for IWK Dentistry.
Coordination of scheduling (and any changes) with the clinical schedule working with the Director for the Paediatric Dentistry Undergraduate curriculum and the Dentistry Clinical Leader of Operations
Administrative support for the Graduate Pediatric General Practice Residency Program (GPR) and the GPR Program Director
Facilitation of exam scheduling (midterm and final) for all years; assist with revisions of dentistry exams/quizzes per course directors and entering of student marks using Brightspace. Act as a second exam invigilator as necessary.
Hours of Work

Monday-Friday: 0800—1600*
  • On occasion, the hours of work will need to shift to accommodate meetings scheduled from 1700-1800h.
High School Diploma or G.E.D required.
Graduate from a recognized Secretarial or Office Administration Diploma required.
An equivalent combination of education and experience may be considered for this position.
Advanced working knowledge of computers including Outlook, Windows, Word, Power Point, Excel, Spreadsheet, Access Database, and Word Perfect required.
Keyboarding skills minimum of 60 wpm required. Shortlisted candidates may be required to complete a skills test.
Successful completion of a medical terminology course required.
Demonstrated strong time management, analytical, and problem-solving skills required.
Demonstrated excellent organization skills, strong communication (verbal & written) and interpersonal skills required.
Demonstrated ability to prioritize workloads required.
Demonstrated initiative; self-motivated and able to work with minimal supervision/direction required.
Demonstrated high regard for quality, accuracy, and attention to detail required.
Demonstrated ability to work well with others and in an interprofessional team required.
Demonstrated flexibility to meet workload demands required.
Excellent judgment and discretion in handling confidential and/or sensitive information required.
Experience in computerized medical billing applications preferred.
Working knowledge of office equipment (e.g., fax machine, photocopier, scanner, etc) required.
Experience in patient scheduling/booking an asset.
Experience in Meditech an asset
Competency in other languages an asset; French and Arabic preferred.

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Please Note: If you are an employee of the IWK Health Centre, please apply through the internal careers page to ensure you are flagged as an internal applicant. Applications are accepted until 11:59 PM on the Closing Date.