Provides administrative support to the Division of Neonatal-Perinatal Medicine, including managing NICU call schedules and payroll for physicians. Responsibilities also include transcribing documents, organizing meetings, and handling general office coordination.
Requirements summary
Requires a high school diploma and graduation from a recognized Office Administration program with at least six months of related experience. Proficiency in Microsoft Office and a minimum keyboarding speed of 40 wpm are mandatory.
June 22, 2026 (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.
Benefits
Wellness Programs
Training and Mentorship Opportunities
Enhanced Benefits
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 provides support to designated members of the Division of Neonatal-Perinatal Medicine.
Responsibilities include, but are not limited to: Maintenance of call schedules for round-the-clock NICU coverage (drafting, finalizing and distributing); Entering Payroll for Clinical Associate Physicians; Transcribing a variety of documents (manuscripts, letters, memos, abstracts, research grant applications, protocol applications, etc.); Compiling statistics; Preparing posters and Power Point presentations; Retrieving journal and book articles from libraries and the Internet; Electronic Literature Searches; Liaising with outside organizations and pediatricians, including via a list server; Scheduling appointments and meetings; Maintaining Physician schedules and appointments; Organizing meetings; Preparing agenda; Recording, transcription and distribution of minutes; Making travel arrangements and processing claims; Answering phone calls and email messages; Processing mail; Entering data and maintaining databases; Ordering supplies.
The responsibilities above are representative and should not be construed as all-inclusive.Hours of Work Monday – Friday, 7.0 hour shifts.
Exact hours of work to be determined.
Your Qualifications Minimum High School Diploma or G.E.D. required.
Graduate of a recognized Office Administration program required.
Minimum six (6) months related administrative experience required.
One (1) year is preferred.
Related experience is demonstrated by candidates who possess general office assistant experience.
A combination of equivalent education and experience may be considered.
Working knowledge of Microsoft Office and other computer programs/technology is required.
Keyboarding skills minimum of 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 respectfully work with a variety of inter-professional team members required.
High degree of initiative, diligence, attention to detail, and self-discipline/focus required.
Demonstrated ability to work independently with minimal supervision required.
Experience organizing case conferences, meetings, guest visits and teleconferences required.
Experience in a related role in a health center or university/academic environment preferred.
Experience in One Person One Record (OPOR) Outlook, PubMed, DalMedix, Adobe Acrobat, EndNote, SharePoint and the internet an asset.
Experience typing grants an asset.
Experience using SAP an asset.
Experience taking and producing minutes an asset.
Experience using EndNote program for reference edition, formatting, article retrieving, and EndNote library management an asset.
Competency in other languages an asset.
Demonstrated commitment to Family Centered Care required.
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.
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