Research Administrative Assistant

at  IWK Health Centre

COMPANY : IWK HEALTH

Req ID: 196383
Department/Program: Obs/Gyn Research, Research Services
Location: Halifax
Type of Employment: Temporary Hourly PT long-assignment (60% FTE) for 1 year x 1 position(s)
Start Date: February 2025
Union Status: Research, Management/Non Union Bargaining Unit
Compensation: $23.3553 - $29.1936 /hour
Closing Date: February 05, 2025 (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.

YOUR QUALIFICATIONS

• Graduate of Bachelor Office Administration or equivalent required.
• Minimum five (5) years required related administrative experience, preferably in a university or healthcare environment.
• Superior computer skills and an advanced working knowledge of Windows, MS Office, MS Outlook, Excel spreadsheets.
• Experience with MS Teams and/or Zoom considered an asset, as is experience with REDCap.
• Experience in website design or maintenance considered an asset.
• Minimum 60 wpm typing with accuracy.
• Knowledge of basic bookkeeping essential.
• Excellent organizational and prioritization skills; ability to work independently within strict timelines; and the ability to handle multiple requests at the same time.
• Demonstrated team player with strong interpersonal skills required.
• Demonstrated initiative, self-motivation and an ability to work with minimal supervision 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 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.
  If you are an employee of IWK Health, please apply through the internal careers page to ensure you are flagged as an internal applicant

• Providing clerical and administrative support to faculty members within PERU, including:
• Assisting in the preparation and distributing documents, research and teaching presentations, and unit reports
• Answering unit phone calls and emails, and relaying messages and redirecting inquiries with follow-up as appropriate
• Processing incoming/outgoing mail
• Booking/coordinating events, meetings, appointments, and travel arrangements
• Recording meeting minutes as required
• Establishing and maintaining filing systems, both physical and digital, as needed
• Assisting in the maintenance of the PERU website
• Assisting with data access and research ethics applications under the supervision of and with support from the PERU faculty.
• Invoicing Departments for travel reimbursement
• Financial monitoring of research grants and research personnel, including: monitoring grant accounts on a monthly basis, and providing the researcher with monthly reports; submission of time reports for payroll purposes to the health centre and/or university for research assistants currently employed through grant accounts within PERU, research staff usage of benefit banks;
• Financial monitoring of the PERU operating account;
• Setting up students, volunteers, and new PERU employees with computer, payroll, IT access;
• Liaising with Research Services (Dalhousie, NSH and IWK), granting agencies, etc. as required;
• Liaising with IT for setting up new computers, installing new software, resolving IT issues, and maintaining a spreadsheet of unit computers and software;
• Assisting with PERU reports and data reports, as required;
• Assisting with the administration of the Alec Allen Endowment Fund, which entails organizing a visiting scholar;
• Assisting in coordinating the annual Academic Skills Course;
• Track academic productivity of PERU fac ulty in the Departmental tracking systems, and updating their CVs;
• Participate in an annual assessment, including a discussion of need for skills development;
• Other duties as assigned