Administrative Assistant

**Job description**

Grow your career with the University Medical Group, Department of Surgery. We are looking for highly motivated individuals you are passionate about making a difference in healthcare.

We are currently hiring for our HSC location.

**Key Responsibilities & Duties**:

- Administrative duties including but not limited to, surgeon away notices, calendar management, meetings, minute recordings, filing.
- Create section call schedules, templates or drafts for approval.
- Updates and distributes schedules, including teaching schedules, rounds and OR schedules.
- Coordinates, maintains and ensures all schedule information or changes are entered and updated into DOCSS and Web Xchange.
- Maintain tracking system for Iron Mountain filing.
- Acts as confidential recording secretary at assigned meetings.
- Provides support to existing and newly created committees, scheduling dates and booking rooms, attending meetings: taking, transcribing and distributing minutes; preparing and distributing material, notices, agendas, etc; and following-up on action items within established time frame.
- Maintain statistical reporting for the section.
- Coordinates and maintains inventory and office supply needs for manager approval.
- Updates Surgeons C.V.’s with respect to presentations, etc. as required.
- Coordinates travel arrangements and prepares expense reports, etc. for reimbursement.
- Processing mail including internal and external mail as it relates to the surgeon(s).
- Ensuring any Medical Students or Residents assignments are in the Surgeon(s) calendar.

**Qualifications**:
Minimum Formal Education/Training:

- Successful completion of a recognized Business/Medical Administration or Administrative Professional training program required.

**Experience**:

- A minimum of three years of directly related experience in an administrative role is required.
- Experience organizing events, meetings and minute taking is required.
- Experience completing detailed paperwork with a high degree of accuracy required.
- Proficiency and experience with Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams) is required.
- Experience working within a healthcare setting is preferred.
- Experience with both healthcare systems and procedures is preferred.
- A combination of education and experience may be considered.

Skills and Assets:

- Knowledge of the University of Manitoba, Department of Surgery and Shared Health systems and procedures is an asset.
- Ability to organize, prioritize and complete complex administrative processes is required.
- Ability to develop and maintain professional working relationships and contribute effectively to the team.
- Must be able to execute tasks in a timely fashion and meet deadlines.
- Ability to manage highly confidential information in accordance with PHIA regulations is required.
- Ability to multi-task efficiently and manage changing priorities is required.
- Ability to work under pressure and as part of a team.
- Motivated to learn new skills and new systems is an asset.
- Ability to engage in both short term and long-term planning.
- Satisfactory work record, including satisfactory attendance and punctuality, is required.

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

Pay: From $25.87 per hour

**Benefits**:

- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off

Schedule:

- Monday to Friday

Application question(s):

- Experience within health care setting

**Education**:

- Secondary School (required)

**Experience**:

- Administrative experience: 2 years (required)

Work Location: In person