Administrative Assistant to Director, Mental Health and Addictions

Nova Scotia Health Authority and IWK Health Centre - Halifax, NS (30+ days ago)

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Department/Program: Mental Health and Addictions, Mental Health & Addictions Program
Type of Employment: Temporary Hourly FT long-term (100% FTE) until 08/24/2020 x 1 position(s)
Req ID: 37789
Union Status: Non-Union, Management/Non Union Bargaining Unit
Compensation: $21.1202 - $26.4003/hour
Posting Date: July 16, 2019
Closing Date: July 30, 2019
Start Date: 08/26/2019

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
The Administrative Assistant supports the Director, Mental Health and Addictions as the primary point of contact for the office, providing execution of administrative operations, analytical assistance and coordination of all administrative matters. The Administrative Assistant performs highly complex, confidential and analytical assignments with only general direction provided by the Director, Mental Health and Addictions and has an exceptionally strong command of all administrative matters associated with the Director’s Office. The Administrative Assistant has a partnership relationship with the Director such as there is 100% confidence in the skills and qualities of the Administrative Assistant.

Key responsibilities include, but are not limited to:
Serves as initial contact/resource person for the Director; reviews and responds to all incoming correspondence and inquires, bringing attention to issues of particular relevance or urgency.
Schedules and prioritizes the Director’s calendar and prepares background material for daily meetings.
Develops and maintains process for issues management; keeping the Director appraised of events/information that affect(s) workflow and service delivery.
Initiates and composes routine and complex correspondence; as well as proofreads and edits material submitted for the director’s signature and use.
Acts as liaison between Director and the Executive Leadership team, direct reports and all other internal or external customers.
Establishes and maintains a variety of information systems.
Manages general office operations (orders supplies, equipment maintenance, environmental services, submissions of work orders, claim expense reports, directs mail, maintenance of filing system).
Prepares purchase/cheque requisitions and petty cash withdrawals, resolves invoice discrepancies, and monitors program expenses through IWK financial systems (SAP).
Organizes travel/accommodations, preparing travel request submissions and claim expense reports.
Monitors weekly payroll submission for all direct reports and follows up as appropriate.
Coordinates human resource activities within the area of responsibility and liaises with HR Department.
Provides administrative support to selected committees under the responsibility of the Director and serves on committees or task forces as assigned.
Provides coordination and administrative support for ad-hoc projects as assigned.
Coordinates/organizes logistics for large meetings, conferences and functions as required.
Organizes and oversees MHA program wide initiatives
Facilitates procurement processes on behalf of the MHA program and ensures completion of proper documentation
Hours of Work
Monday to Friday, 8am - 4pm; however, early mornings and evenings are required so flexibility is essential

Graduate of a University level Business Administration program or a recognized office administration program required
Minimum of three (3) years administrative experience supporting senior level management required
A combination of education, training and progressively responsible experience may be considered
Ability to work independently with minimum direction and/or supervision is essential
Knowledge and experience using SAP and Meeting Planner is preferred
Must have the ability to function effectively in a stressful environment where multiple deadlines and concurrent activities are the norm
Excellent judgment, diplomacy, discretion, and professionalism in handling confidential and/or sensitive materials is essential
Proven ability to act decisively and to exercise a high degree of initiative is required
Superior organization and time management skills are required in order to prioritize and complete assignments in a timely manner
Demonstrated adaptability as well as flexibility in creating/suggesting alternative solutions to meet goals is required
Must possess a strong business sense; understanding the business implications of decisions
Strong communication skills, both written and oral, are essential as well as excellent customer service skills
Strong knowledge and experience using MS Word, Excel, PowerPoint, SharePoint, Outlook (calendar, email) is required
Competencies in other languages an asset; French 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.