Accounting and Office Administrator

Accounting & Office Administrator     
Halifax, NS 
Reference # HL-NCP-8729


The Nova Scotia Pharmacy Regulator (NSPR) (previously known as the Nova Scotia College of Pharmacists) is the regulatory authority for the practice of pharmacy in Nova Scotia with a mandate to govern the practice of pharmacy in the interest of the health and well-being of the public. Its legislated mandate is to regulate the profession’s services to the public and govern its registrants through registration, licensing and continuing competence assurance. Additionally, it ensures a professional’s conduct aligns with the code of ethics and professional standards established by the NSPR.


Working on behalf of all Nova Scotians, the NSPR regulates over 1,700 pharmacists and pharmacy technicians and over 300 pharmacies in which they work. The NSPR is committed to working with its partners in the healthcare system to establish impactful and innovative solutions so that Nova Scotians are able to realize the full benefit of the pharmacy profession in meeting their healthcare needs and goals. We are pleased to partner with them to bring an experienced Accounting & Office Administrator to their team in Halifax, NS.


The Accounting & Office Administrator is responsible for a wide range of duties that keep office operations running smoothly, including providing support to the accounting team, the registrations team, the IT team, and general staff.


The NSPR knows diversity and inclusion drive excellence. Including individuals who reflect the broadest of human identities, experiences, and perspectives is essential to advancing their mission. The NSPR encourages applicants from underrepresented and underserved communities including but not limited to Mi’kmaq and other Indigenous Peoples, African Nova Scotians/Indigenous Blacks, people of African descent, visible minorities, first generation Canadians, people with disabilities, and LGBTQ2SIA+ individuals, and other marginalized and racialized individuals. 


Duties and responsibilities for the Accounting & Office Administrator will include, but are not limited to:


FINANCIAL BOOKKEEPING AND REPORTING (30%)
 

• Manage corporate credit cards, including administration of the corporate card account and preparation of monthly credit card expense reports for approval for all corporate cardholders.
• Prepare quarterly HST submissions for review by the Director of Finance and Administration.
• Prepare monthly accounting and financial reconciliations, including but not limited to bank account reconciliations, credit card account reconciliations, fixed assets, prepaid expenses and accrued liabilities.

OFFICE ADMINISTRATION (30%)
 

• Provide administrative support to team members and ensure the efficient functioning of the office environment.
• Manage reception duties, including greeting visitors and directing all incoming calls.
• Monitor and triage organizational email accounts by responding to inquiries or forwarding them to the appropriate team members.
• Coordinate internal and external meetings and events, including sending meeting invitations/agendas, booking rooms, arranging catering, and managing IT setup.
• Provide administrative support for the IT Operations Manager, ensuring in-office equipment, including video conferencing is functioning and ready for meetings.
• Record minutes for Board and Board Committee meetings and draft them for review.

REGISTRATIONS ASSISTANCE (30%)
 

• Manage the scheduling, administration, and communication of results for jurisprudence exams. 
• Assist the Registrations team with application and registration processes for individuals as assigned. 
• Respond to correspondence and phone calls pertaining to registrations inquiries.
• Conduct regular registrations-related audits as assigned by the Registrations Manager. 
• Serve as a resource for NSPR team members on the registrations database functions (through Salesforce).

OTHER (10%)
 

• Assist the IT Operations Manager with IT-related tasks, implementation, maintenance and training, particularly with respect to the office environment, onsite meetings and staff support.
• Assume other assigned responsibilities by the CEO and Registrar as needed.

Qualifications:
 

• Business administration, bookkeeping or office management diploma or equivalent experience.
• Previous experience with bookkeeping and office administration. 
• Advanced knowledge of MS Word, PowerPoint, and Canva is required.
• Previous experience in a similar role is an asset.
• Advanced knowledge of MS Excel is essential.
• Regulatory or healthcare experience is an asset.
• Experience with Google Workspace, Quickbooks, Salesforce is an asset.

Key Skills and Attributes:
 

• Strong customer service focus.
• Ability to exercise sound judgement and maintain a professional demeanor.
• Ability to adjust positively to multiple demands, ambiguity, and shifting priorities.
• Exceptional organizational, time management, and project management skills.
• Exceptional attention to detail.
• Proactive and energetic approach to required responsibilities.
• Must possess tact, diplomacy, and the ability to maintain confidentiality.
• Honest and ethical in professional and business dealings. 
• Excellent communication skills. 
• Proficient with technology with an enthusiasm learning and using new technology. 

To express interest in this opportunity please apply online by clicking “Apply Now” below:
For more information about this exciting opportunity please contact Heather Labucki, Partner, or Sara Morey, Consultant, at smorey@kbrs.ca  If you require accommodation to participate in the recruitment process, please let Sara Morey know.


Meridia Recruitment Solutions connects leading organizations with top talent by building strong relationships and creating ideal matches with candidates because we are only successful when you are. We appreciate your interest in this opportunity. 


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