Administrative Support Assistant

7 days ago

Winnipeg, Canada University Medical Group Full time

Join our team as an Administrative Support Assistant and play a key role in supporting our Geographical Full-Time Physicians and the Internal Medicine department. You will help ensure smooth operations across various sections by providing essential administrative support. This is an exciting opportunity for a detail-oriented and proactive individual who thrives in a collaborative environment and is eager to make a meaningful impact. If you are organized, motivated, and ready to grow with us, we’d love to hear from you

Reporting to the Manager of Section Operations for daily updates, accomplishments, and any issues requiring attention.

**REPRESENTATIVE DUTIES**:

- Manage daily administrative tasks, including but not limited to answering phones, calendar management, and organizing incoming and outgoing documents.
- Maintain and update office procedures and filing systems.
- Coordinate section events and meetings, including preparation of agendas and taking minutes.
- Liaise with event vendors and clients to deliver excellent customer service and maintain strong working relationships.
- Manage expense reporting in compliance with Shared Health and University of Manitoba policies.
- Coordinate the submission of physician billing to ensure accuracy and timely processing.
- Maintain the Doctors’ On-Call Schedule on WebEX and DOCCS.
- Manage travel arrangements for physicians as required.
- Ensure travel arrangements are made in a timely manner and monitors to ensure accuracy in documents and that policies and procedures are adhered to.
- Coordinate onboarding tasks for new faculty members, including facility access form, meeting scheduling, office process review, and setting administrative preferences.
- Maintain office supplies and manage inventory.
- Provide coverage for other secretarial/administrative personnel.
- Other duties as assigned by the Manager related to this job description not to exceed above stated skills and capabilities.

**QUALIFICATIONS**

Education and Experience:

- High School Diploma or equivalent, plus successful completion of a recognized Medical Office or Secretarial/Administrative Program.
- Minimum one year directly related experience, preferably in a health care setting.

Required Skills and Abilities:

- Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
- Excellent organizational, problem solving and time-management skills.
- Ability to handle multiple priorities and competing deadlines.
- Ability to exercise initiative, sound judgment, diplomacy, professionalism.
- Strong written, oral, and interpersonal communication skills.
- Ability to thrive in a fast-paced environment and manage frequent interruptions effectively.
- Exemplary work ethic demonstrated through consistent attendance and punctuality.
- Ability to work effectively both independently and collaboratively within a team.

**APPLICATION INFORMATION**

**Job Types**: Full-time, Permanent

Pay: $24.12-$26.68 per hour

Expected hours: 37.5 per week

**Benefits**:

- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- Vision care

Schedule:

- Monday to Friday

Application question(s):

- Have you completed a Medical Office or Medical Secretarial/Administrative Training Program?

**Education**:

- Secondary School (preferred)

**Experience**:

- Administrative: 1 year (required)

**Location**:

- Winnipeg, MB (required)

Work Location: In person

Application deadline: 2025-07-16

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