Administrative Assistant, Membership - two positions
Saskatchewan Medical Association
Saskatoon, SK
In line with the organization’s vision, mission and values, the Saskatchewan Medical Association has identified and defined the following requisite technical knowledge, skills and abilities, as well as relevant behavioural competencies that are important for successful performance in this position.

SMA Values

The SMA believes in providing leadership and promoting excellence in health care. It embraces accountability, professionalism and compassion. Employees are expected to honour and exhibit these values in the daily operations and functions within their positions at the SMA.

Professionalism, Leadership, Accountability, Compassion, Excellence

Purpose of Position

This position (1 of 2) is the first point of contact to the SMA for those calling or visiting, and we want them to find a friendly, smiling face and a professional helping hand. This is achieved through handling inquiries in a welcoming, professional and courteous manner, or by directing those inquiries to the appropriate SMA staff. The position also provides a range of office, clerical and administrative duties to support the effective operation of the SMA.

Reporting Relationships

Position reports to: Manager, Membership, Benefits, & Insurance

Key Responsibilities

Handles guest/caller inquiries in a welcoming, professional, timely and courteous manner to ensure the guest/caller’s experience at the SMA is pleasant and satisfactory. Accurately routing calls as necessary.
Maintains an accurate SMA room booking system by coordinating with both the College of Physicians and Surgeons of Saskatchewan (CPSS) and SMA using a web-based, joint calendar.
Maintain workplace security by issuing, checking and collecting badges as necessary, and maintaining visitor logs.
Monitors, orders and restocks office supplies to maintain an optimal level of supplies that meet the operational needs of various departments/programs.
Receives, sorts, and distributes mail and delivery requests daily.
Monitors office equipment, replenishes supplies, and places troubleshooting service calls if required.
Maintains the professional appearance of the reception and front area including the seating area. Oversees the common professional meeting/space area and reports any maintenance requests.
Provides logistics planning and support for various committee/project meetings (i.e. Physician Benefits Committee, Insurance Committee) as required, including: booking meeting space, managing invites/attendance, arranging catering, preparing the agenda and related information items, and tracking/following-up on action items. Works with discretion regarding sensitive and confidential information.
Manages petty cash ($100) by collecting receipts, disbursing cash, recording activities and performing periodic reconciliation and forwarding proper documents to accounting.
Schedules monthly and/or short notice front desk coverage by following an established process.
Identifies any deficiencies in current office processes and proposes improvement ideas.
Provides clerical and administrative support as requested by the Manager such as:
a. Assists with special projects that require word processing, data entry, or online research
b. Creates and distributes minutes of weekly staff meetings
c. Creates and updates various documents to ensure smooth operation of the front area, including setting up calendars, and meeting room bookings.
d. Prepares and sends member announcement cards for changes in practice
e. Updates reception office procedure manual
f. Other as requested.
Acts as on-site fire captain during fire emergency response.

Knowledge, Skills and Abilities

General knowledge of all aspects of the SMA – is familiar with the values, goals, objectives, priorities and programs being offered by the SMA

Have a sound knowledge base and understanding of the programs and benefits offered at the SMA
Have a sound knowledge base and understanding the role and responsibility of each SMA staff member
Knowledge of office procedure and technical ability with office machines (i.e. telephone, photocopier, fax machines, envelope printer, folding/stuff machine, and postage machine)

Ability to effectively and warmly communicate with the guests, members, public, and staff to ensure complete and relevant information is understood and inquiries answered. Greet members and guests with a positive, helpful attitude. Ability to calmly and adeptly handle upset callers, members, and guests.

Ability to manage time effectively; prioritizing tasks according to the importance and urgency. Organized, detail-orientated, and responsible to finish tasks. Skill to handle incoming calls, screening callers, and managing call traffic while running a front office.

Ability to take and transcibe minutes independently with precision.

Skill to recognize and provide exceptional member service.

Ability to work independently, as well as contributing to teams, and easily collaborating with staff.

Ability to maintain a pleasant demeanor and positive attitude at all times with all staff and guests/callers. Consistent professional dress and manner.

Entry level to intermediate level computer skills (i.e. Microsoft Suite, such as Word, Excel, Outlook and SMA membership database).

Demonstrate a flexibility and adaptability to the changing needs of the organization

Qualifications

Post- secondary diploma in Office Administration or equivalent combination of experience and education
A minimum of one to two years of experience in reception/office administration and clerical procedures
Experience in health care and/or a member association would be an asset

Working Conditions

Job share
Occasional overtime may be required
Requires focus and attention to details
Some stress associated with frequent interruptions and distractions
Please apply by August 16, 2019, to careers@sma.sk.ca.

The Saskatchewan Medical Association does not accept any responsibility for inaccurate job posting information, acceptance or processing of job applications and inquiries, or employment of any individuals through this service.