Administrative Assistant II, Lab Quality Systems

Company : IWK Health 

Req ID: 205356 
Department/Program: Lab Quality Systems, Diagnostic Services & Maritime Medical Genetics 
Location: Halifax   
Type of Employment: Temporary Hourly FT long-assignment (100% FTE) until 02/26/2027  x 1 position(s)
 Start Date: ASAP
Union Status: NSGEU Off&Cler, Admin Professionals Bargaining Unit
Compensation: $23.6572 - $26.7684 /hour
Closing Date: July 07, 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.

The Opportunity

Reporting to the Manager, Quality Systems, the Administrative Assistant II provides high quality administrative and organizational support to the manager, staff anther teams in the assigned area. Responsibilities include, but are not limited to:

•    Demonstrates leadership, professionalism, and critical thinking by managing priorities, supporting quality initiatives, fostering collaboration, maintaining confidentiality, and promoting continuous improvement in alignment with IWK Health’s mission and values.
•    Serves as the primary point of contact for the division, ensuring clear communication, accurate documentation, effective problem-solving, and coordination of staffing updates and administrative processes.   
•    Provides comprehensive coordination and data management support by maintaining quality documentation, managing databases and compliance systems, facilitating meetings and schedules, supporting research and reporting, and ensuring smooth interdepartmental operations aligned with regulatory standards.
•    Supports quality management by drafting and maintaining documentation, facilitating accreditation processes, analyzing quality data, ensuring compliance with regulatory standards, and managing databases such as SoftTech Health to uphold laboratory service excellence.
•    Acts as the Education Coordinator that supports the coordination and delivery of clinical education programs by managing student rotations, onboarding, scheduling, communication with educational institutions, and ensuring a structured, compliant, and high-quality learning experience within the laboratory environment.
•    Prepare purchase requests for procurement for Quality System division (for example, lab safety items, EQA programs).
•    Processes and reconciles expenses and resolves discrepancies and/or outstanding payments/ receivables.

Hours of Work

Monday-Friday: 0800/0830—1600/1630

Your Qualifications

• High School Diploma or G.E.D required.
• Graduate of a recognized office administration/business or secretarial program.
• Minimum six months relevant administrative experience.
• Advanced working knowledge of computers including Outlook, Windows, Word, Power Point, Excel required.
• Keyboarding skills minimum of 60 w.p.m required.
• Demonstrated strong time management, analytical, and problem-solving skills required.
• Demonstrated excellent organization skills, strong communication (verbal & written) and interpersonal skills required.
• Demonstrated ability to prioritize workloads required.
• Demonstrated initiative; self-motivated and able to work with minimal supervision/direction required.
• Demonstrated high regard for quality, accuracy, and attention to detail required.
• Demonstrated ability to work well with others and in an interprofessional team required.
• Demonstrated flexibility to meet workload demands required.
• Excellent judgment and discretion in handling confidential and/or sensitive information required.
• Competency in other languages an asset.

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.