Administrative Assistant
Part time, Permanent
Hybrid, Nova Scotia

Health Association Nova Scotia (HANS) is a not-for-profit, non-government, membership-based association with 60 years' experience in providing exceptional human resource shared services, innovative technical services (formerly "clinical engineering services") solutions, policy support and expertise our customers can count on. Serving multiple organizations across the province of Nova Scotia, we are officially recognized as one of Nova Scotia and Atlantic Canada's Top Employers. As an employer committed to employment equity, we encourage applications from applicants who self-identify from diverse communities and/or backgrounds.

We're excited to announce a new opportunity for a Part-time Administrative Assistant for our program Dementia: Understanding the Journey (DUTJ), as we continue to grow and expand our team.

Position Scope:

Reporting to the Manager - CCA Registry and Dementia: Understanding the Journey (DUTJ), the Administrative Assistant is responsible for a wide variety of administrative duties in support of the DUTJ Certificate Course. 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 DUTJ. The position completes data entry in CRM, meeting preparation, supporting data reporting for the Manager. 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, as directed by verbal or written instruction.

Role Duties:

• Provide direct administrative and office support for the DUTJ Program, as directed by verbal or written instruction.
• Responds to inbound telephone calls, e-mails (within a 2 business days), and visitors to the office, refer and/or redirect calls, e-mails, or visitors, as applicable.
• Support the course registration process by processing course and student registration materials, data entry, completing invoice requests.
• Keep inventory and tracking office supplies and educational materials for ordering, as needed.
• Receive, review, and distribute incoming program related mail to ensure timely handling and appropriate responses.
• Prepare and/or update program documents, certificates, 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:

• Office Administration Certificate/Diploma
• 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 and format 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, including the ability to prioritize tasks with minimal supervision and exercise sound and independent judgment, reasoning, and discretion.
• Strong knowledge of filing/record keeping, confidentiality, data privacy laws, and supplies/equipment/service ordering, etc.
• Professional, responsive, accountable, respectful, and positive work attitude is essential.
• Flexibility and adaptability to changing technology, environment, and priorities.

What We Offer: We offer a Competitive Compensation Package that includes:

• Comprehensive Health and Dental Benefits: Enjoy a robust cost-shared health and dental program to keep you and your family well-covered.
• Top-Tier Pension Plan: Benefit from our highly ranked defined benefit pension plan (NSHEPP), ensuring your long-term financial security.
• Generous Vacation Time: Start with 4 weeks of vacation plus the option to buy back additional days to suit your needs (prorated for part time positions).
• Wellness and Family Leave: Take advantage of dedicated Wellness Days and Family Leave Days to support your personal and family life.
• Annual Wellness Allowance: Receive an annual allowance to support your well-being through various wellness initiatives.
• Professional Development: Access ongoing opportunities for professional growth and development to advance your career.

Application Process: Applications will be accepted until June 9, 2025. Qualified applicants are invited to submit their resume and cover letter using the following link: https://jobs.crelate.com/portal/healthassociation/job/hcsjyurbawqjm9m3b9nmts4pih?crt=1748264564936

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. Health Association Nova Scotia thanks all applicants for their interest; however, only those selected for an interview will be contacted.