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Administrative Assistant

4 months ago

Winnipeg, Canada University Medical Group - Department of Surgery Full time

**Position Summary**:
Reporting to the Manager of Physician Services, the Administrative Assistant is responsible for providing administrative support to the section. This includes word processing, data entry, processing and/or distributing incoming and outgoing mail or fax documents, photocopying, filing and records maintenance, statistical data collection, monitoring and receiving inventory, calls schedules, booking appointments and meeting rooms, maintaining a daily staff away/coverage list, and a variety of other office duties as required. The incumbent will exercise the appropriate level of initiative and independent judgment in determining work priorities, work methods to be employed, and action to be taken on unusual matters.

**QUALIFICATIONS**

**MINIMUM FORMAL EDUCATION/TRAINING REQUIREMENTS**:

- Successful completion of a recognized Medical Office or Medical Secretarial/Administrative Program

**EXPERIENCE**:

- Minimum two years directly related experience, preferably in a health care setting
- Knowledge of Shared Health regulations, programs and procedures is an asset.
- Computer experience on a variety of software and operating systems.
- An acceptable equivalent combination of education and experience may be considered.

**SKILLS AND ABILITIES**:

- Experience working with hospital/clinical patient information system (Accuro/EPR) or other computerized scheduling systems
- A good understanding of health care and health practices.
- Effective and clear verbal and in written communication skills
- Excellent Interpersonal Skills
- Excellent organizational abilities.
- Ability to maintain effective working relationships with various levels of healthcare stakeholders.
- Must be able to exercise initiative, sound judgment, diplomacy, professionalism and maintain confidentiality.
- Ability to organize and handle competing priorities from multiple people, including multiple Healthcare providers and staff at any given time is required.
- Ability to work independently and as a team member
- Excellent planning, organization, problem solving, and time management skills are required
- Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) is required

**Responsibilities**:

- Maintain surgeon’s Outlook Calendar(s) including teaching and grand rounds, on-call and vacation schedules.
- Organize and manage office and surgeon related events, projects and meetings.
- Prepare and distribute multidisciplinary correspondence including manuscripts, abstracts, research data and patient related correspondence.
- Triage telephone calls and reception duties.
- Undertake all functions related to surgeon travel arrangements as required.
- Surgeon Curriculum Vitae (CV) and Teaching Dossier maintenance.
- Manage and process internal and external mail.
- Maintain and update office procedures and filing systems including management of files for off-site storage (electronic and paper).
- Minute taking at meetings as required.
- Assist with managing surgeon transcription/clinical dictation.
- Ensure correspondence and insurance forms are completed and submitted.
- Maintain the Doctors’ On-Call Scheduling System (DOCSS) for the Section.
- Prepare and submit statistical reports as requested.
- Submit surgeon expenses as required.
- Provide billing information for submission to the Surgical Billing Office.
- Software management as applicable.
- Manage inventory of office supplies as applicable.
- Maintain office equipment.
- Provide coverage for other secretarial/administrative personnel and coverage at the front reception desk for lunch and breaks.
- Arrange and coordinate academic related meetings and functions including Undergraduate and Postgraduate teaching activities.
- Prepare lecture notes/questions and films as required.
- Work in conjunction with the sectional Surgery Education Coordinator to assist with academic related tasks and functions as requested.

**Job Types**: Full-time, Fixed term contract
Contract length: 12 months

**Salary**: $24.81-$29.59 per hour

**Benefits**:

- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site gym
- Paid time off
- RRSP match
- Store discount

Schedule:

- Monday to Friday

**Education**:

- Secondary School (required)

**Experience**:

- Medical office: 2 years (required)
- hospital systems i.e. EMR, PART, ACCURO: 2 years (required)
- Administrative experience: 2 years (required)

Work Location: In person

Application deadline: 2023-06-20
Expected start date: 2023-06-26