Administrative Assistant III, Department of Pediatrics Administrative Assistants & Pediatrics , Administrative Assistants & Pediatrics Location: Halifax Permanent Hourly FT ( 100% FTE) x 1 position(s) Start Date: ASAP NSGEU Off&Cler; , Admin Professionals Bargaining Unit 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 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. 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. 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 Administrative

Assistant III provides comprehensive administrative and operational support to the Division of General Pediatrics and the Division Head. The position requires a high degree of organization, accuracy, initiative, discretion and independent problem-solving in a complex clinical and academic environment.

The Administrative





Assistant III works closely with physicians, nursing, allied health, administrative staff, learners, patients and families, as well as multiple departments and programs across IWK Health and Dalhousie University. The position plays an important role in supporting the effective functioning of the Division and its clinical, academic and operational activities. Coordinate physician clinical commitments, meetings, academic responsibilities and other scheduled activities, proactively identifying and resolving scheduling conflicts.

Communicate with patients and families regarding appointments, scheduling and related administrative matters. Provide administrative coordination for the Associate Physician Program within General Pediatrics. Coordinate administrative aspects of recruitment and onboarding of Associate Physicians.

Maintain program policies, procedures, orientation materials and other required documentation. Provide administrative and operational support to the Division Head and General Pediatricians. Maintain accurate divisional operational documents, distribution lists, policies, procedures, schedules and other resources, ensuring information remains accurate and current.

Support the implementation and ongoing maintenance of divisional processes and operational initiatives. Anticipate and troubleshoot administrative and operational issues and participate in efforts to improve clinical efficiency and divisional functioning. Assist in developing clear, accessible process documents, workflows, presentations and visual materials to support new and existing divisional processes.

Coordinate meetings involving participants with complex clinical and academic schedules. Prepare and distribute agendas, meeting materials and supporting documentation.



Academic and Dalhousie University Support Provide administrative support for the Division's academic activities and responsibilities with Dalhousie University.

Assist with the preparation and coordination of presentations, educational materials, reports and other academic documents. Coordinate academic meetings, presentations and divisional educational activities. Monday to Friday, 7 hours per shift, option of 0700-1500h or 0800-1600h or 0900-1700h, hybrid option Minimum High School Diploma or G.Post-secondary education in Office Administration, Business Administration, or a university or college program is preferred.

An equivalent combination of education, training and experience may be considered .Related administrative experience is considered an asset. Demonstrated proficiency with Microsoft Office applications, including Outlook, Word and Excel, with strong technological aptitude and the ability to quickly learn, adopt and effectively use new electronic systems and digital workflows. Excellent written and verbal communication and interpersonal skills, including the ability to prepare clear, accurate and professional correspondence, meeting minutes, process documents and other materials.

Experience with Canva or similar design tools and an ability to create clear, professional process documents and visual materials is considered an asset.

Experience with SharePoint, Adobe or other document-management and collaboration applications is considered an asset.

Experience supporting health-care, academic, accreditation or program activities is considered an asset. 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.

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.

📌 Administrative Assistant III, Department of Pediatrics (Halifax Regional Municipality)
🏢 Nova Scotia Health Authority
📍 Halifax Regional Municipality