Administrative Support Assistant

2 weeks ago

Winnipeg, Canada University Medical Group Full time

**Representative Duties**

**MAIN FUNCTION OF POSITION**:
Under the general direction of the Physician Services Manager, the incumbent is responsible for the effective and efficient provision of administrative support for assigned Geographical Full Time Physicians and faculty section members, within the Department of Internal Medicine.

Duties include (but are not limited to):

- Establishing and maintaining office systems.
- Updating and maintaining curriculum vitae (CVs) for multiple physicians.
- Maintaining and coordinating schedules for multiple physicians on the Microsoft Outlook platform.
- Recording/transcribing minutes.
- Completing travel arrangements as per Shared Health, University of Manitoba and UMG departmental policies.
- Creating, maintaining, and distributing multiple schedules.
- Completing purchase orders utilizing multiple systems and protocols.
- General administrative functions; mail, fax, reminders, bulletin boards etc.

**ILLUSTRATIVE EXAMPLES OF ACTIVITIES OF POSITION**:
Section Operations:

- Updates, distributes, and inputs the on-call schedule for the section, including DOCSS system entry.
- Coordinates the daily routine of assigned physicians, including: schedules all meetings, educational and clinical activities, arranges room bookings and catering for meetings as necessary, ensures that physicians are aware of daily schedule and upcoming events, ensures the calendar is consistently accurate with proper additions and deletions, and provided to the physician on a daily basis with no more than five noted errors per quarter.
- Types or enters a variety of material including general, personal/patient-related and confidential correspondence and memos, teaching, research and administrative reports, summaries, papers, abstracts, and publications. Proofreads and edits material.
- Frequent communication with the Section Head(s), Geographical Full-Time (GFTs) Physicians and all levels of the Department of Internal Medicine.
- Maintains and updates departmental web-based directory (Wikipedia).
- Coordinates and schedules meetings for various workgroups, committees of the section, distributes agendas, minutes, and prepares minutes as required and ensures memos and letters reflect departmental standard format.
- 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.
- Makes all travel arrangements for assigned physicians. Ensures that all travel arrangements are made in a timely manner and monitors to ensure accuracy in documents and that policies are adhered to.
- Coordinates a variety of assigned duties for the onboarding of new faculty members; facility access, PDAT form, scheduling meetings, office process review and general administrative preferences are established and executed seamlessly.
- Maintains complex files and databases (electronic and paper) ensuring that files are easily retrievable, logically organized, clearly labeled, back-ups are maintained, and material is filed within a day of return.
- Orders from and returns charts to Health Information Services as needed.
- Ensures that confidential shredding is properly packaged and disposed of.
- Adheres to all safety and health regulations and safe work practices.
- Assists with PowerPoint presentations and other teaching materials as required.
- Manages and forwards completed insurance forms, invoices, and weekly/monthly billing information to the billing agency.
- Answers incoming telephone calls, screens and refers calls, provides information where appropriate, and takes accurate message when required.
- Sorts, screens, reviews, and distributes incoming mail.
- May be required to perform other duties/functions and projects as assigned by the Manager Physician Services Manager and/or GFT’s, related to this job description not exceeding above stated skills and capabilities.
- Responsible for timekeeping and weekly payroll submission in the SAP platform for a defined group of department employees.

General Admin:

- Handles routine correspondence and ensures that composition is professional, grammatically correct, clear and logical, and reflects the tone and philosophy of the department. Draft correspondence must be clear, timely and presented 24 hours before due date.
- 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.
- Ensures that the office opens promptly at 0800. Plans and prioritizes workload to ensure deadlines are achieved. Cross-covers other staff to e

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