Physician Services Manager
2 weeks ago
Reporting to the Managing Director, Department of Internal Medicine, the applicant will be responsible for planning, coordinating, implementing and evaluating quality improvement and policy development activities for the assigned sections. The incumbent provides managerial support for the Geographical Full-Time physicians (GFTs), PhD Scientists, Research Associates, Clinical Assistants and Research Nurses within his/her respective section(s). The incumbent provides day to day supervision and support to support staff within designated sections. Responsibilities encompass human resource, accounting payroll, and project management for both Shared Health (Health Sciences Centre) and University of Manitoba (UM). A combination of these tasks will depend on assignment within the Program.
The successful applicant will have the opportunity to learn and grow within the department.
**REPRESENTATIVE DUTIES**
MANAGEMENT/ADMINISTRATION
- Provides managerial support to Section Heads and GFT physicians for operational and administrative activities of assigned sections through resource management practices. These activities include but are not limited to monthly meetings, assigning resources for grant submission and administration, academic activities and other administrative requirements. (Number of GFTs may vary depending on the assignment within the Program.)
- Suggests appropriate space allocation/utilization within designated areas. Coordinates space, facilities, information technology and equipment planning for sections in conjunction with managing director, section head and members.
- Completes sectional reports, quarterly and annual departmental reports and other reports as identified or requested by physicians. These reports include the account/grant type, site, name and funding source, e.g. CIHR (Canadian Institute of Health Research), start and end dates of contracts, if applicable, opening balances, revenue, expenses, commitments, and closing balances.
- Provides leadership and demonstrates accountability in developing and implementing quality management programs.
- Develops and updates orientation, policy and procedure manuals for the area.
- Drafts correspondence, prepares reports, responds to verbal and written enquiries for information and seeks information from internal and external sources as necessary.
- Shares information, best practice and efficiencies with other department managers.
HUMAN RESOURCES
- Follows appropriate recruitment processes for all positions, with emphasis on the required skills and knowledge of each position. Adheres to onboarding policies and procedures for Shared Health and UM new hires.
- Provides sound understanding and advice on policies and procedures related to human resources and applicable policies and procedures of Shared Health, University Medical Group (UMG), University of Manitoba, (and St. Boniface Hospital, where applicable), as well as each contract governing unionized employees. Rolls out annual vacation planning as per collective agreements.
- Mentors staff and evaluates and promotes further education/training where needed.
- Develops and records comprehensive, accurate job descriptions for every position within each respective section(s).
- Conducts annual performance appraisals, providing feedback on improvements, strengths and weaknesses, and implements corrective action when necessary.
- Responds to staff performance issues as they arise, and conducts all necessary disciplinary action, ranging from verbal warnings to terminations.
- Devises and types necessary correspondence with respect to Letter(s) of Offer, for research and support staff, prepares contractual documents, renews appointments as per established policies. Assists out of country UM research staff with immigration/employment requirements, and in the daily activities of the position.
- Manages day-to-day activities of the section support staff to ensure sufficient coverage is maintained during vacation or sick leave. Assigns staff based on deadlines and heavy workload.
- Approves timely, accurate payroll reports, in 3 different payroll systems (VIP, UMG and SAP) ensuring adherence to all payroll policies and procedures set forth by Shared Health, UMG, UM, (and St. Boniface, where applicable) with mínimal corrections.
- Reconciles absence reports, such as Sick Banks, Overtime Banks, and Vacation Banks on a semi-annual basis.
FINANCIAL
- Reconciles a variety of invoices, confirming and correcting all errors and submitting to the Accounts Payable departments of Shared Health, UMG, St. Boniface, etc. in a timely and accurate manner.
- Develops and maintains budgets for each cost centre (operating cost centres and administered funds/grants, with guidance from the Section Head(s), principle investigators, and Managing Director).
- Responsible for staying within budget and being able to justify over expenditures.
- Approves all administrative and clerical expenditures (within signing authority limita
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