Administrative Support Assistant

**Representative Duties**

**MAIN FUNCTION OF POSITION**:
Under the general direction of the Manager, Section Operations, 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.

Key Responsibilities & Duties:

- Maintain Calendar(s).
- Manage telephone calls and reception duties.
- Manage incoming and outgoing multidisciplinary correspondence.
- Manage meeting preparation and provide administrative support to Chair.
- Transcribes and distributes meeting minutes.
- Organize and manage office events, projects and meetings.
- Assists with coordinating of sectional events, symposiums, rounds, visiting speakers, retreats etc. Duties include (but are not limited to): securing vendors, obtaining purchase order numbers, booking venue and catering, morning registration, compiling handout materials, collecting evaluations, etc.
- Manage travel arrangements for physicians as required.
- Ensures travel arrangements are made in a timely manner and monitors to ensure accuracy in documents and that policies are adhered to.
- Maintain Curriculum Vitae (CV).
- Maintain and update office procedures and filing systems.
- Maintain the Doctors’ On-Call Schedule, as applicable.
- Manage office expenses as required, including preparation of purchase orders.
- Manage inventory of office supplies as applicable.
- Coordinate physician billing if applicable.
- Provide coverage for other secretarial/administrative personnel.
- Maintains and updates departmental web-based directory (Wikipedia).
- 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.
- Performs timekeeper duties within the applicable systems (SAP, VIP).
- Prepares cheque requisitions.
- Provides support with research administrative tasks such as Research Ethics Board (REB) submissions, manuscript review and preparation, fund setup documents.
- Other duties as assigned by the Manager related to this job description not to exceed above stated skills and capabilities.

**QUALIFICATIONS**

**Education**:

- Completion of Grade 12 (Manitoba Standards).
- Successful completion of a recognized Medical Office or Medical Secretarial/Administrative Program is an asset.

**Experience**:

- Minimum two years directly related experience, preferably in a health care setting.
- Computer experience on a variety of software and operating systems.
- An equivalent combination of education and experience may be considered.
- Knowledge of EPIC and Concur are preferred.
- Excellent planning, organizational, and time management skills are required.
- Excellent oral and written communication and interpersonal skills. Demonstrated ability to work independently with limited guidance and supervision.
- Related experience with timekeeping and purchasing would be considered an asset.
- Experience working in a university environment with knowledge of university policies and procedures, in reference to grants and external funding agencies would be considered an asset.

Skills and Abilities:

- Effective and clear verbal and written communication skills
- Excellent interpersonal skills.
- Excellent planning, organization, problem solving, and time management skills are required.
- Ability to maintain effective working relationships across various organizations.
- Ability to exercise initiative, sound judgment, diplomacy, professionalism.
- Ability to maintain confidentiality.
- Ability to handle multiple priorities and competing deadlines.
- Ability to function in a fast-paced environment and handle frequent interruptions.
- Ability to work independently and as a team member.
- Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) is required.
- Typing Speed of mínimally 40wpm is preferred.
- Knowledge of Medical Terminology is an asset.
- Exemplary work record, including attendance and punctuality is required.
- Flexibility to attend meetings/events outside regular business working hours.
- Recognized ability to adapt to change.
- Frequent foot travel throughout the facility, as well as various University of Manitoba, Bannatyne Campus offices.

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

Pay: $23.01-$25.46 per hour

Expected hours: 37.5 per week

**Benefits**:

- Dental care
- Extended health care
- Life insurance

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 experience: 2 years (required)

**Location**:

- Winnipeg, MB (required)

Work Location: In person