Administrative Assistant III, Student Health Services (Bargaining Unit 179)

Date Posted: May 29, 2026

Posting Deadline: June 12, 2026

Department: Student Affairs & Services

Type of Employment: Permanent, Full Time

Group Affiliation: Bargaining Unit 179, Group 5 ($40,713- $46,728 annually)

At Saint Mary's University, you will be surrounded by a talented and dedicated team of professionals committed to accessibility, diversity, and the provision of a positive and supportive learning environment. We recognize the importance of the contribution and growth of each individual in the University's success. We are currently looking to fill the position of Administrative Assistant III, Student Health Services to join our Student Affairs & Services team.

What we offer

As a team member at Saint Mary's, we are proud to offer many benefits. Some of these include:

• Competitive compensation
• Comprehensive benefits package
• Defined Contribution Pension plan
• Vacation
• Flexible Workplace
• Holiday closure
• Summer hour schedule

Employee Transit EPass through Halifax Transit

Job Information and Responsibilities

Under the direction of the Nurse Manager, the Administrative Assistant III, Student Health Services:

• Ensures patients are seen by the R.N. Manager if there are no appointments available so that they can be triaged.
• Makes appointments for Clinic Doctors and Nurse Manager.
• Greets patients and other visitors; co-ordinates flow of patients to doctors.
• Maintains a recall system to assist Nurse/Manager with patient recalls.
• Recalls patients for the doctors that require follow up on a daily basis.
• Records abnormal pap results and STI recalls on EMR and calls patients to follow up.
• Verifies basis health information is correct and up to date.
• Types correspondence, reports and other documents using word processing software (in the absence of the Administrative Assistant IV, Medical Billing) for the R.N. Manager and Doctors, as required.
• Drafts memos and letters for signature of medical and nursing staff.
• Enters patient basic health information into a database using EMR to ensure eligibility for coverage.
• Attends staff meetings and takes and distributes minutes as requested.
• Informs patients of specialist appointments and special instructions.
• Collects, sorts and distributes incoming mail. Process outgoing mail. Processes courier packages.
• Copies patients' charts and forwards to other doctor's offices as requested.
• This is no longer required as we have completely switched to paperless.
• Maintains confidentiality on all personal medical records, patient related conversations, etc., as outlined in relevant provincial and federal privacy policies
• Determines method of payment - cash and/or interact.
• Completes reconciliation sheets for Financial Services to process payments to the doctors in a timely manner.
• Answers inquiries, assists international students requiring assistance with Nova Scotia Medical insurance.
• Maintains inventory of office and medical supplies and equipment.
• Sends referrals to specialists.
• Submits bills to MSI for payment.
• Inputs data on billing system to ensure paper payment to physician.
• Performs other related duties as may be assigned.

The Collective Agreement can be viewed here.

Experience and Education Requirements

To be the successful Administrative Assistant III, Student Health Services you will have:

• High School graduation.
• Completed 1-year medical secretary program.
• Minimum one year directly related experience.
• Ability to handle and maintain confidential material.
• Proficiency in Microsoft Suite.
• Familiar with medical terminology.
• Direct experience working with Electronic Medical Records an asset.
• First-aid/CPR training, an asset.
• Strong organizational skills and ability to function independently and as part of a team.
• Demonstrated ability to work under pressure with multiple competing priorities.
• Excellent customer conflict resolution skills.
• Demonstrated cross-cultural communication skills.

Application Details

Apply for this opportunity online using our online application system through Career Beacon. Click on "Apply Now" and complete all required information fields. Qualified candidates should submit the following with their application:

• Resume
• Cover Letter
• Three Professional References

Late applications may not receive consideration. We appreciate all applications and note that only candidates selected for an interview will be contacted. No telephone calls please.

At Saint Mary's University equity and diversity are integral to excellence and enrich our community. As an institution committed to fostering an environment of inclusion and respect, we welcome applications from women, Indigenous peoples, racialized persons/visible minorities, persons with disabilities, persons of minority sexual orientation or gender identity and others who might contribute to the growth and enrichment of our community.

All qualified candidates are encouraged to apply; however, preference will be given to Canadian citizens and permanent residents. If you require accommodations during the recruitment process, please contact Human Resources at [email protected].