Position Overview

Reporting to the Physician Services Manager, the incumbent is responsible for the effective and efficient provision of secretarial and administrative support for a section in the Department of Internal Medicine.

Duties include:

• Typing a variety of correspondence including, (but not limited to): medico legal letters, grants, manuscripts and abstracts.
• Establishing and maintaining office systems.
• Updating and maintaining curriculum vitae (CVs) for multiple physicians.
• Maintaining schedules for multiple physicians.
• Recording/transcribing minutes.
• Completes travel arrangements as per WRHA protocol and UM CONCUR.
• Creating, maintaining and distribution of multiple schedules.
• Completes purchase orders utilizing multiple systems and protocols.

Experience

• Two years directly related experience required, preferably in a health care setting.
• Experience with coordinating, organizing and scheduling meetings in Microsoft Outlook, with multiple stakeholders is required.
• 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.
• Two years directly related experience required, preferably in a health care setting.
• Experience with coordinating, organizing and scheduling meetings in Microsoft Outlook, with multiple stakeholders is required.

Education (Degree/Diploma/Certificate)

• Complete high school education, Manitoba standards, required.
• Successful completion of a formal post-secondary administrative assistant program required.
• 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.
• Medical Terminology (75% pass mark).
• Keyboarding speed of 50 wpm required.
• Knowledge of personal computers and proficiency in Microsoft Office including Excel, Word, PowerPoint and Outlook required.
• Knowledge of SAP, EPIC and Concur are preferred.
• May be required to learn and use department specific software and technology.
• Excellent planning, organizational, project and time management skills are required.
• The incumbent must be able to demonstrate good judgement, initiative and diplomacy and have the ability to coordinate workflow and develop efficiencies.
• Excellent oral and written communication and interpersonal skills.
• The ability to communicate with all levels of hospital/university personnel, as well as various outside agencies and institutions.
• Demonstrated ability to work independently with limited guidance and supervision.

Physical Requirements

• Recognized ability to adapt to change.
• Frequent foot travel throughout the facility, as well as various University of Manitoba Bannatyne Campus offices.
• Flexibility to attend meetings/events outside regular business working hours.
• Ability to cope with frequent interruptions and function in a fast-paced environment.
• Frequent contact with patients, staff and public.

This position requires a current satisfactory Criminal Records Check (including Vulnerable Sector Search), Child Abuse Registry Check and Adult Abuse Registry Check as conditions of employment. The successful candidate will be responsible for any service charges incurred. A security check is considered current if it was obtained no more than six (6) months prior to the start of employment.