Administrative Assistant 3

3 months ago

Winnipeg, Canada Health Sciences Centre Full time

**Requisition ID**: 367925

**Position Number**: 20009514

**Posting End Date**: October 15, 2024

**City**: Winnipeg

**Employer**: Shared Health

**Site**:Health Sciences Centre

**Department / Unit**: HSC Volunteer Services

**Job Stream**: Non-Clinical

**Union**: Non Union

**Anticipated Start Date**: ASAP

**FTE**: 1.00

**Anticipated Shift**: Days

**Work Arrangement**: In Person

**Daily Hours Worked**: 7.50

**Annual Base Hours**: 1950

Shared Health leads the planning and coordinates the integration of patient
- centered clinical and preventive health services across Manitoba. The organization also delivers some province-wide health services and supports centralized administrative and business functions for Manitoba health organizations.

**Position Overview**:
Reporting to the Manager, the incumbent oversees the reception, management information, and supervision of the front office operations and staff of the Volunteer Services Department. Provides administrative support to the Management Team of Volunteer Services and develops reporting systems to support the effective management of Volunteer Services. Schedules appointments, coordinates and attends meetings and records minutes. Types a variety of correspondence, monitors bi-weekly and monthly financial reports, reconciles Volunteer Service Trust Accounts, and monitors and administers the volunteer parking/bus fare benefits. Acts as a liaison between software vendors and Manitoba eHealth in the maintenance, troubleshooting and enhancement of systems including database management, security, and Point of Sale systems, provides assistance in preparing variance reports.

**Experience**:

- Minimum three years related experience including supervisory experience required.
- Proven ability in the design, implementation and ongoing maintenance of relational databases; systems implementation, training and troubleshooting required.
- Experience monitoring and reconciling financial reports, setting up control systems and preparing presentations and other material for management staff required.

**Education (Degree/Diploma/Certificate)**:

- Complete high school education, Manitoba standards, required.
- Successful completion of a recognized secretarial program required.
- Additional courses in accounting preferred.
- Certificate in Introduction to Volunteer Management or willingness to complete.
- A combination of education and experience may be considered.

**Certification/Licensure/Registration**:
Not applicable

**Qualifications and Skills**:

- Preference will be given to those applicants competent in an Indigenous language and/or knowledge in Indigenous customs, traditions and values.
- Typing 50-60 wpm required.
- Advanced knowledge of database software required.
- Training in the use of payroll and other accounting computer programs an asset.
- Ability to record and transcribe minutes of meetings required.
- Must be a team player with outstanding interpersonal, communication, problem solving and organizational skills.
- Ability to work effectively with staff through direct and distant interaction.
- Excellent customer service and conflict management skills.
- Ability to communicate detailed information clearly and concisely in a timely manner.
- Possess a good understanding of network security issues.
- Ability to handle a diverse workload and function with limited guidance, supervision and monitoring.
- Experience working with volunteers or as a volunteer would be an asset.
- Must be able to work effectively and accurately in a demanding environment.

**Physical Requirements**:

- Ability to tolerate extended periods of sitting and data entry.
- Contact with staff, volunteers, patients and public.
- Frequent interruptions.

Please note that an employee is not permitted to hold two or more positions in Shared Health that combine to equal more than 1.0 FTE.

Shared Health values and supports employment equity and workplace diversity and encourages all qualified individuals to apply. We thank all applicants but only those selected for an interview will be contacted.

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