Preschool Administrative Assistant

Company : IWK Health
EZ Provincial Preschool Autism Services, Provincial Preschool Autism Services

Flexible within the zone

Temporary Hourly FT long-assignment (100% FTE) ending November 30, 2027 x 1 position(s)

NSGEU Off&Cler, Admin Professionals Bargaining Unit

Closing Date : January 22, 2026 (Applications are accepted until 23:59 Atlantic Time)

IWK Health is a respected academic health sciences centre 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 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.

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. 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.
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. Autism diagnostic assessment
Interprofessional autism interventions (focused interventions based on care pathways and manualized comprehensive programs),
Intensive services for children with the greatest social communication and behaviour needs (formerly EIBI)
Services and programs are flexible and able to be scaled up and down based on the needs and progress of each child and their family. There is a comprehensive scope of services that can be matched to best meet the needs of preschool-age children. The goal of all interventions is to empower caregivers to teach and support their child’s development.
Reporting to the Eastern Zone Manager of Provincial Preschool Autism Services, the Administrative Assistant II will provide high-quality administrative and organizational support to the Provincial Preschool Autism Services team. The Administrative Assistant will be supporting teams across the Zone and will link with other administrative assistants across the province, and therefore requires exemplary technical skills to thrive in a virtual support model.

Manages time and sets priorities for performance of job functions.
Supports Documentation, maintains office filing system, forms and records to ensure efficient storage and retrieval of material.
Supports the establishment and ongoing maintenance of databases and other technology tools / applications for tracking information and transitioning from paper-based environments
Books and coordinates events and meetings for Provincial Preschool Autism services, including room booking, equipment, and travel arrangements.
70 hours bi-weekly
~ Capacity to work flexible hours to accommodate service needs (evenings, weekends)

High School Diploma or GED required.
Graduate from a recognized Secretarial or Office Administration Diploma Program required.
Minimum six (6) months related administrative experience required, one year preferred. Administrative/secretarial experience in a health care environment preferred.
Advanced working knowledge of Windows, Microsoft Office Products (including Outlook, PowerPoint, Excel Teams, Sharepoint) Zoom, and database programs required.
Highly advanced technology skills for working in a virtual environment (synchronous and asynchronous communication and ability to collaborate with on a provincial scale) required.
Knowledge of medical terminology required.
Demonstrated initiative, self-motivated and able to work independently with minimal supervision required.
High regard for quality and attention to detail required.
Flexible to meet workload demands required.
Working knowledge of office equipment (e.g., phone systems, fax machine, photocopier, scanner, etc) required
Experience with Meditech an asset.
Competencies in other languages an asset
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. 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.