Administrative Assistant

Chronic Disease Innovation Centre; Winnipeg; On-site; CAD 26,000 - 37,000; Full time

Benefits offered by this job

Company events

Dental care

Extended health care

Life insurance

Paid time off

French not required

Job summary

Chronic Disease Innovation Centre in Winnipeg seeks an administrative assistant to provide secretarial and administrative support for a section in the University of Manitoba Department of Internal Medicine. You will manage workflows, schedules and documentation while liaising with physicians and staff.

Responsibilities include drafting medico-legal letters, grants, manuscripts, updating CVs, organizing meetings, and handling invoices and travel per protocol.

Qualifications

• Five years directly related experience required, preferably in a health care setting.
• Excellent oral and written communication and interpersonal skills.
• Ability to communicate with all levels of hospital/university personnel, as well as various outside agencies and institutions.
• Experience coordinating meetings in Microsoft Outlook with multiple stakeholders.
• Experience with external funding agencies and research grant applications, including coordination and submission requirements.

Responsibilities

• Typing a variety of correspondence including 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 and senior CDIC personnel.
• Attend research meetings and recording/transcribing and distribute minutes.
• Submit invoices and perform financial tracking.
• Completes travel arrangements as per WRHA/CDIC protocol and UM CONCUR.
• Creating, maintaining and distribution of multiple schedules and calendars.
• Completes purchase orders utilizing multiple systems and protocols.
• Assist with contract execution and signature to relation to CDIC and UM EPIC systems.

Skills

Medical Terminology

Oral and written communication

Interpersonal skills

Time management

Microsoft Office

Excel

Word

PowerPoint

Outlook

Education

Secondary School (required)

Tools

Microsoft Office

Excel

Word

PowerPoint

Outlook

EPIC

Research Net

Canadian Common CV

QGenda Concur

Job description

SPECIAL TRAINING:

• 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 , EPIC, Research Net, Canadian Common CV, QGenda Concur are preferred.
• May be required to learn and use department specific software and technology.

EXPERIENCE:

• Five years directly related experience required, preferably in a health care setting.
• 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.
• Experience with coordinating, organizing and scheduling meetings in Microsoft Outlook, with multiple stakeholders is required.
• The incumbent must be able to demonstrate good judgement, initiative and diplomacy and have the ability to coordinate workflow and develop efficiencies.
• Experience working in a University environment with knowledge of University policies and procedures, Experience with external funding agencies and local, national and international research grant applications, including the overall coordination and submission requirements.
• Excellent planning, organizational, project and time management skills are required.
• Experience in transcribing and distributing meeting minutes
• Demonstrated ability to work independently with limited guidance and supervision.
• Related experience with timekeeping and purchasing would be considered an strong asset.
• Experience maintaining and updating CVs for principal investigators.

PHYSICAL DEMANDS AND WORKING CONDITIONS:

• Recognized ability to adapt to change.
• Frequent foot travel throughout the facility, as well as other sites (Health Sciences Centre, St. Boniface Hospital). Full-time on-sight position
• Flexibility to attend meetings/events outside regular business working hours.
• Good physical and mental health and manual dexterity.
• Ability to cope with frequent interruptions and function in a stressful environment.
• Frequent contact with patients, staff and public, including industry and commercial partners.

MAIN FUNCTION: (In Order of Importance):

• Reporting to the Executive Director, the incumbent is responsible for the effective and efficient provision of secretarial and administrative support for a section in the University of Manitoba 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 and senior CDIC personnel
• Attend research meetings and recording/transcribing and distribute minutes.
• Submit invoices and perform financial tracking
• Completes travel arrangements as per WRHA/CDIC protocol and UM CONCUR.
• Creating, maintaining and distribution of multiple schedules and calendars
• Completes purchase orders utilizing multiple systems and protocols
• Assist with contract execution and signature to relation to CDIC and UM EPIC systems.

ILLUSTRATIVE EXAMPLES OF ACTIVITIES OF POSITION:

• Assists the GFT Physicians and their staff in carrying out the activities and administration of research
• Ensures the office opens for defined business hours and acts as the ‘face’ of the CDIC.
• Plans and prioritizes workload to ensure deadlines are achieved.
• Assist GFT Physicians with preparing promotional packages and applications.
• Coordinates the daily routine of the office of the GFT physicians including: scheduling meetings, educational and clinical activities, arranging room bookings and catering for meetings.
• Frequent communication with the Geographical Full-Time (GFTs) Physicians and all levels of the Department of Internal Medicine.
• Collect grant award information from Section physicians for various reports.
• Schedules meetings for various workgroups, distributes agendas and prepares minutes as required.
• Ensures that written correspondence such as memos and letters conform to organizational standard format.
• Receives, screens and refers visitors and phone calls in a customer friendly manner, takes messages and providing information as needed at the Chronic Disease Innovation Centre.
• Handles routine correspondence and ensures that composition is professional, grammatically correct, clear and logical, and reflects the tone and philosophy of the department/centre.
• Distributes incoming mail and prepares outgoing mail, including sorting and dating, distributing to individual mailboxes in a timely manner, logging in packages, notifying recipients, delivering outgoing mail to mailbox in time for pick up times, forwarding mail as needed and ensuring that assigned physicians receive all messages.
• Assists with coordinating of sectional events, symposiums, rounds, visiting speakers, retreats etc. Duties would include (but are not limited to): securing vendors, obtaining purchase order numbers, booking venue and catering, morning registration, compiling handout materials, collecting evaluations, collecting receipts for reimbursements, etc.
• Maintains complex files and databases ensuring that files are easily retrievable, logically organized, clearly labeled, back-ups are maintained and material is filed within a day of return.
• Assists with PowerPoint presentations and other teaching materials as required.
• Prepares lecture material for assigned physicians using presentations program.
• Ensures that confidential shredding is properly packaged and disposed of.
• May be required to perform other duties/functions and projects as assigned by the Research Manager, related to this job description not exceeding above stated skills and capabilities.
• Vetting and Oversight Group (VOG) admin; liaise with the Program Administrator for Internal Medicine for the resident’s research projects
• Main contact of the residents for submissions and scheduling of their presentations to the VOG
• Book meetings for the VOG members
• Adheres to all safety and health regulations and safe work practices.

Job Type: Permanent

Pay: From $23.09 per hour

• Company events
• Dental care
• Extended health care
• Life insurance
• Paid time off
• French not required

Education:

• Secondary School (required)

Experience:

• Administrative experience: 1 year (preferred)