Job Title: Administrative Assistant
Reports to: Executive Director
EDUCATION:
- Complete high school education, Manitoba standards, required.
- Successful completion of a formal post-secondary administrative assistant program required.
- A combination of education and experience may be considered.
SPECIAL TRAINING:
- Medical Terminology (75% pass mark).
- Keyboarding speed of 50 wpm required.
- Knowledge of personal computers and proficiency in Microsoft Office including Excel, Word, PowerPoint and Outlook required.
- Knowledge of , EPIC, Research Net, Canadian Common CV, QGenda Concur are preferred.
- May be required to learn and use department specific software and technology.
EXPERIENCE:
- Five years directly related experience required, preferably in a health care setting.
- Excellent oral and written communication and interpersonal skills.
- The ability to communicate with all levels of hospital/university personnel, as well as various outside agencies and institutions.
- Experience with coordinating, organizing and scheduling meetings in Microsoft Outlook, with multiple stakeholders is required.
- The incumbent must be able to demonstrate good judgement, initiative and diplomacy and have the ability to coordinate workflow and develop efficiencies.
- Experience working in a University environment with knowledge of University policies and procedures, Experience with external funding agencies and local, national and international research grant applications, including the overall coordination and submission requirements.
- Excellent planning, organizational, project and time management skills are required.
- Experience in transcribing and distributing meeting minutes
- Demonstrated ability to work independently with limited guidance and supervision.
- Related experience with timekeeping and purchasing would be considered an strong asset.
- Experience maintaining and updating CVs for principal investigators.
PHYSICAL DEMANDS AND WORKING CONDITIONS:
- Recognized ability to adapt to change.
- Frequent foot travel throughout the facility, as well as other sites (Health Sciences Centre, St. Boniface Hospital). Full-time on-sight position
- Flexibility to attend meetings/events outside regular business working hours.
- Good physical and mental health and manual dexterity.
- Ability to cope with frequent interruptions and function in a stressful environment.
- Frequent contact with patients, staff and public, including industry and commercial partners.
MAIN FUNCTION: (In Order of Importance):
- Reporting to the Executive Director, the incumbent is responsible for the effective and efficient provision of secretarial and administrative support for a section in the University of Manitoba Department of Internal Medicine.
Duties include:
- Typing a variety of correspondence including, (but not limited to): medico legal letters, grants, manuscripts and abstracts.
- Establishing and maintaining office systems.
- Updating and maintaining curriculum vitae (CVs) for multiple physicians.
- Maintaining schedules for multiple physicians and senior CDIC personnel
- Attend research meetings and recording/transcribing and distribute minutes.
- Submit invoices and perform financial tracking
- Completes travel arrangements as per WRHA/CDIC protocol and UM CONCUR.
- Creating, maintaining and distribution of multiple schedules and calendars
- Completes purchase orders utilizing multiple systems and protocols
- Assist with contract execution and signature to relation to CDIC and UM EPIC systems.
ILLUSTRATIVE EXAMPLES OF ACTIVITIES OF POSITION:
· Assists the GFT Physicians and their staff in carrying out the activities and administration of research
· Ensures the office opens for defined business hours and acts as the ‘face’ of the CDIC.
· Plans and prioritizes workload to ensure deadlines are achieved.
· Assist GFT Physicians with preparing promotional packages and applications.
· Coordinates the daily routine of the office of the GFT physicians including: scheduling meetings, educational and clinical activities, arranging room bookings and catering for meetings.
· Frequent communication with the Geographical Full-Time (GFTs) Physicians and all levels of the Department of Internal Medicine.
· Collect grant award information from Section physicians for various reports.
· Schedules meetings for various workgroups, distributes agendas and prepares minutes as required.
· Ensures that written correspondence such as memos and letters conform to organizational standard format.
· Receives, screens and refers visitors and phone calls in a customer friendly manner, takes messages and providing information as needed at the Chronic Disease Innovation Centre.
· Handles routine correspondence and ensures that composition is professional, grammatically correct, clear and logical, and reflects the tone and philosophy of the department/centre.
· Distributes incoming mail and prepares outgoing mail, including sorting and dating, distributing to individual mailboxes in a timely manner, logging in packages, notifying recipients, delivering outgoing mail to mailbox in time for pick up times, forwarding mail as needed and ensuring that assigned physicians receive all messages.
· Assists with coordinating of sectional events, symposiums, rounds, visiting speakers, retreats etc. Duties would include (but are not limited to): securing vendors, obtaining purchase order numbers, booking venue and catering, morning registration, compiling handout materials, collecting evaluations, collecting receipts for reimbursements, etc.
· Maintains complex files and databases ensuring that files are easily retrievable, logically organized, clearly labeled, back-ups are maintained and material is filed within a day of return.
· Assists with PowerPoint presentations and other teaching materials as required.
· Prepares lecture material for assigned physicians using presentations program.
· Ensures that confidential shredding is properly packaged and disposed of.
· May be required to perform other duties/functions and projects as assigned by the Research Manager, related to this job description not exceeding above stated skills and capabilities.
· Vetting and Oversight Group (VOG) admin; liaise with the Program Administrator for Internal Medicine for the resident’s research projects
· Main contact of the residents for submissions and scheduling of their presentations to the VOG
· Book meetings for the VOG members
· Adheres to all safety and health regulations and safe work practices.
Job Type: Permanent
Pay: From $23.09 per hour
Benefits:
- Company events
- Dental care
- Extended health care
- Life insurance
- Paid time off
Flexible language requirement:
Education:
- Secondary School (required)
Experience:
- Administrative experience: 1 year (preferred)
Language:
Work Location: In person
