Administrative Assistant

2 weeks ago

Winnipeg, Manitoba, Canada Shared Health Full time

Position Overview

Under the general supervision of the Director, and working within a team environment, the incumbent is responsible for effective and efficient administrative support to the Director and Medical Director of CY Treatment Services. Main functions include providing comprehensive confidential support to the Directors, liaising with and maintaining close working relationships with the CY leadership Team and others who directly report to the Directors; monitoring, implementing and supporting administrative system alignment across the CY service areas and sites.

Organizes and prioritizes independently, the administrative activities for the Directors and ensures that all work is completed within established timeframes. Types, formats and proofreads a variety of material including correspondence, minutes, agendas, manuscripts, policies, procedures, templates and form letters. Assists the Directors with the ongoing monitoring and analysis of operating budgets and expenditures and prepares ad hoc financial reports as requested. Coordinates/Initiates all onboarding for new staff related to orientation, ensures system accounts and other access requirements; and coordinates all activities required for finalizing staff terminations Coordinates administrative functions across CY service areas. Takes initiative to handle matters and solve administrative problems not requiring the direct personal attention of the supervisor(s). Develops, maintains and updates a variety of databases including: data collection and entry, assisting with analysis and organization of information and assisting with preparation of reports. Performs payroll functions and monitors position control information including verifying information from ESFs, budget transfers, and following up on problems/discrepancies as required. Supports physician functions in liaising with Physician Affairs Office on behalf of Medical Director May provide direction to junior employees (permanent or casual) within the portfolio which includes workload delegation, on-the-job training, monitoring of workload, ensuring deadlines are met and procedures are followed and contributing to performance appraisals of junior employees by providing feedback to the supervisor.

Experience

Five years directly related experience required. Experience scheduling and coordinating meetings required. Demonstrated ability to provide direction to junior employees which may include workload delegation, on-the-job training and ensuring established deadlines are met. Ability to compose correspondence on behalf of senior Directors/Managers. Experience recording and preparing minutes and agendas. Experience maintaining spreadsheets and databases. Experience and working knowledge of a range of SAP functions preferred Previous healthcare experience preferred.

Education (Degree/Diploma/Certificate)

Complete high school education Manitoba standards, required. Formal training in applied office skills is required. A combination of education and experience may be considered.

Certification/Licensure/Registration

Not applicable

Qualifications and Skills

Typing speed 65 wpm. Proficiency with computerized systems (Microsoft Office Word, Excel, Access, and PowerPoint) required. Experience with email and computerized calendars. Excellent communication skills, verbally and in writing. Ability to prioritize a large workload and independently complete a variety of administrative duties. Ability to work in a fast-paced environment and work effectively under pressure to meet deadlines. Demonstrated problem-solving skills.

Physical Requirements

Required to work for long periods of time at a computer. We have a unique ability to work together to make health care better. If you want to make a difference and contribute to supporting the health of your family, friends and neighbours, please apply today.

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