Administrative Assistant to Director, Provincial Preschool Autism Services

Provincial Preschool Autism Services

The Provincial Preschool Autism Service (PPAS) is a partnership between IWK Health (IWK) Nova Scotia Health (NSH) Hearing and Speech Nova Scotia (HSNS) and Autism Nova Scotia (Autism NS). It provides person and family-centred services to preschoolers across Nova Scotia who are suspected of or have a diagnosis of autism. The goal of the service is to provide an efficient sustainable and integrated continuum of health services that follows a needs-based model responsive to the individual needs of children and their families.

Services include a range of interventions and supports available for children and families. Service streams include:

• Clinical intake and care coordination
• Family and health professional education
• QuickStart NS parent coaching toddler program
• Autism diagnostic assessment
• Interprofessional autism interventions
• Intensive intervention for children with the greatest social communication and behaviour needs
• Transition to school supports

The Opportunity

Reporting to the Director Provincial Preschool Autism Services the Administrative Assistant is responsible for providing confidential and comprehensive administrative support by effectively coordinating the day-to-day operation of the Director. The position coordinates all administrative activities establishes administrative procedures and guidelines and acts as a liaison with the administrative assistants within the portfolio across IWK Health and PPAS partner position provides additional support to committees or working groups as assigned as well as supports other members of the service as required.

Key Responsibilities
Coordinates and schedules appointments/meetings and assembles/prepares background material upon request
Provides administrative support for the Human Resource needs of the unit including posting positions completing paperwork checking references arranging interviews assisting with onboarding coordination of performance management reviews and attendance management. May enter payroll information into the respective time system and assist with the collection of direct report timecards
Provides administrative support for team meetings committees or working groups as required; takes meeting notes/minutes and coordinates logistics for meetings including appointment room bookings and virtual technological requirements
Oversight of the Provincial Preschool Autism email account and content on the intranet and other team documents.
Responsible for the effective coordination of shared workspace for the Service including the creation and maintenance of a workspace booking system
Coordinates Director approval of various documents invoices etc.
Reviews and drafts correspondence determining the priority of the communication bringing to Director attention issues of particular relevance or urgency. Redirects material as appropriate for draft preparation or response. Maintains a follow-up system to ensure redirected requests have been handled
Demonstrate excellent relationship management and a superior customer service focus as a point of contact from internal and external stakeholders and partners
Establishes and maintains a variety of electronic information systems including document filing policy/procedure/record keeping data collection and retention systems to ensure efficient storage and retrieval of materials
Ensures appropriate schedule of policy and procedure review is undertaken

Other Responsibilities
Arranges travel/accommodations coordinates expense reports and performs other administrative duties as requested.
Manages general office operations (supplies equipment maintenance environmental services etc.) as required
Monthly departmental financial reports and reports discrepancies and variances to the Director
Participates in review of monthly financial reports in collaboration with the Director

Hours of Work

Monday-Friday; 75 Hours bi-weekly

Your Qualifications

• Minimum High School Diploma or GED required
• Graduate from a recognized Office Administration Program required
• Minimum three (3) years of related administrative experience is required
• Administrative experience in a health care environment preferred
• Advanced working knowledge and experience using Microsoft Office (Word Excel PowerPoint Outlook) required (testing may be conducted)
• Experience with SharePoint SAP (including payroll entry and monthly financial reports preferred)
• Resourceful and analytical with the ability to use good judgment to make decisions about office functioning and prioritizing both the Director time/availability as well as their own time
• Takes appropriate measures toward process improvements
• Is a self-starter in achieving job goals; takes action beyond explicit job responsibilities; sets high performance goals understands which decisions can be made alone and which require consultation with others acts accordingly
• Using discretion in decision making in absence of Director
• Proven analytical thinking skills in order to prioritize work with ever changing priorities; ability to multi-task while handling frequent interruptions required
• Proven time management problem-solving skills and ability to prioritize workloads required
• Excellent organizational skills strong communication (verbal & written) and interpersonal skills required
• Ability to work independently with minimal direction and/or supervision and also as a member of the team required
• Demonstrated high regard for quality accuracy and attention to detail required
• Excellent judgment and discretion in handling confidential and/or sensitive information required
• Ability to function effectively in a stressful environment with multiple deadlines and concurrent activities and demands required
• Competencies in other languages an asset