CCA Program Administrative Assistant
Full time, Permanent
Bedford, NS

Health Association Nova Scotia is a not-for-profit, non-government, membership-based association with over 60 years' experience in providing exceptional human resource shared services, innovative clinical engineering solutions, policy support and expertise our customers can count on. Serving more than 130 organizations from across the province of Nova Scotia, our core fee-for-service programs are Clinical Engineering Services, Labour Relations and Compensation Analysis, Group Benefits Solutions and Shared Financial Services. We are also the joint sponsor of the Nova Scotia Health Employees' Pension Plan.

Position Scope:

Reporting to the Manager - CCA Registry and Dementia: Understanding the Journey (DUTJ), the CCA Program Administrative Assistant is responsible for a wide variety of administrative duties in support of the CCA Program, CCA Registry and DUTJ. The Administrative Assistant provides support by responding to program inquiries, composing communications, supporting course registration, distributing education materials, and supporting the general daily operations for the CCA Registry, DUTJ and CCA Programs. The position completes data entry, minute taking, meeting preparation and participation, maintaining CRM and other database systems, and producing various reports. This role requires a high level of confidentiality, a keen eye for detail, sensitivity, and the ability to balance competing priorities. Provide direct administrative and office management support for CCA Program, as directed by verbal or written instruction.

Role Duties:

• Provide direct administrative and office support for the CCA Registry, DUTJ Program and the CCA Program, as directed by verbal or written instruction.
• Responds to inbound telephone calls, e-mails (within a 2 business days), and visitors to the CCA Program office, refer and/or redirect calls, e-mails, or visitors, as applicable.
• Support the course registration process by processing course and student registration materials, issuing approval letters, data entry, completing invoice requests, reconciling course payments, and other monetary duties.
• Keep inventory, track and order office supplies and educational materials as needed.
• Receive, review, and distribute incoming program related mail to ensure timely handling and appropriate responses.
• Arrange administrative logistics for the DUTJ course, workshops, tradeshows, and other events.
• Prepare and/or update program documents, presentations, and communication materials such as emails, letters, memos, and website materials.
• Present a positive and professional image of the programs supported to all visitors, suppliers, stakeholders, inquiries, and other interactions.

Qualifications:

• Post-secondary diploma in administrative and/or business-related studies.
• 3-5 years' experience in an office setting (combination of experience and education will be considered).

Critical Skills & Applicant Attributes:

• Self-motivated, resourceful, and able to work independently and as a team member.
• Self-starter with a broad set of skills and the willingness and talent to tackle any challenge.
• Able to write, format, proofread moderately complex correspondence, including emails, memos, letters, forms, and using Microsoft Office Suite (Word, PowerPoint, Excel, Outlook, Microsoft Teams) and other software programs (Zoom, CRM, etc.).
• Excellent customer service and communication skills including, telephone manner, interpersonal skills and writing skills (proper spelling, grammar, and punctuation).
• Superior time management and multitasking skills, including the ability to prioritize tasks with minimal supervision and exercise sound and independent judgment, reasoning, and discretion.
• Strong knowledge of and experience with general office procedures involving procurement, travel arrangements, budget management, reports, filing and record keeping, confidentiality, data privacy laws, supplies/equipment/service ordering, etc.
• Professional, responsive, accountable, respectful, and positive work attitude is essential.
• Proficient in taking and transcribing minutes.
• Flexibility and adaptability to changing technology, environment, and priorities.
• Knowledge of the NS health care system and CCA role is an asset.

What We Offer:

Competitive compensation package including Health, Dental, & RRSP program

Remote working environment

Application Process & Deadline:

This posting will remain open until May 17th 2024

Qualified applicants are invited to submit their resume and cover letter to [email protected]

As an organization that supports a diverse workplace, we welcome people from all ethnicities, genders, sexual orientations, age, religion, physical and mental abilities, family status, and political belief and affiliation.

Igility/Health Association Nova Scotia thanks all applicants for their interest; however, only those selected for an interview will be contacted. As part of our selection process, the qualified applicants chosen for a potential interview will be contacted for a pre-interview discussion.