Scheduling and Travel Coordinator- Continuing - Winnipeg, MB, Canada - Department of Food Science, University of Manitoba

Description

Scheduling and Travel Coordinator - Office Assistant 5 (AESES)New Grant-Funded Continuing Full-Time35.00 hours/week Monday to Friday 8:30 am to 4:30 pm (this position will work on-site, full-time to start (first 3 months), before transitioning to a flexible/hybrid work.)Salary Range: $ $35.78 per hour ($47, $65,119.60 per annum)Proposed Start Date: June 8, 2024Trial/Probation Period: work hoursFor more information, please contact:Sheona Miller665 Basic Medical Sciences Building or

Responsibilities :

Creates, updates and maintains Clinician schedules, including all call requirements, satellite sites schedules and virtual care schedules.- Distributes schedule to the Medical Director, Medical Advisor, Unit Director and/or Chiefs of Staff, Clinicians, communities, office staff and related government agencies as required.- Interacts on a daily basis with the Medical Director, Medical Advisor, Unit Director and/or Chiefs of Staff, Clinicians, government agencies and communities regarding Clinician staffing, any changes to the schedules and/or other pertinent information.- Maintains excellent communication with all communities, First Nations, governments, hospitals, health centres, office staff and agency administration related to staffing.- Acts as a liaison between the Medical Director, Medical Advisor, Chiefs of Staff and the Clinicians regarding arranging meetings between Medical Director, Unit Director, Medical Advisor and the Clinicians regularly.- Provides regular updates to the Medical Director and Medical Advisor.- Has regular meetings with the Coordinators and Chiefs of Staff to discuss staffing and schedules.- Books travel reservations for Clinicians to the contracted Northern communities in which they work, and back to Winnipeg on a weekly basis. This involves continual interaction with various Northern airlines and travel agencies and the University systems.- Communicates with the Clinicians to facilitate specific travel requests and implements them accordingly.- Prepares and sends the Clinicians their travel packages to ensure they have the appropriate documents and information for travel- Maintains files of travel reservations and copies of travel warrants for office records- Tracks weather for trip cancellations and addresses all urgent cancellations for Clinicians. This involves rescheduling services, rebooking travel and accommodations and/or sourcing a Clinician who is already in community who can stay to cover, and adjusting their schedule to reflect the change. This is a frequent and regular occurrence and happens without notice, after hours, weekends and on holidays- Becomes familiar with specific and ever changing travel routes, methods, accommodations and health funding information about each assigned community.- Develops a strong conceptual understanding of the funder and staffing requirements of each assigned community.- Creates a Clinician schedule for each assigned community several months to a year in advance, updating as required.- Develops an understanding of each Clinician's contracted time commitment, skills and preferences; schedule Clinicians accordingly; updating as required.- Addresses immediate issues, concerns and problems as they relate to weather, cancelled flights, Clinician assignment change requests, down phone/internet in community, sudden lack of accommodations or environmental emergencies that affect healthcare service provision to our remote communities (storms, flooding, fires, power outages, pandemics).- Works with all Locum Clinicians to fill vacancies.- Ensures Clinicians travelling via Charter have their travel plan booked on the proper Charter flight travelling in the right direction. This involves multiple Clinicians, multiple Charters and multiple communities.- Ensure Clinicians travelling from out of province have their travel, car rental and accommodations booked and confirmed with travel agent.- Enters Clinician schedules into QGenda scheduling system; updates as required.- Assists in the coordination of the annual Physician retreat as required.- Ensures stats for communities are accurate and submitted- Provides back-up coverage for other coordinators as required- May be required to perform other duties and functions related to this job description not exceeding the stated skills and capabilities.

Qualifications :

Preference will be given to Indigenous (First Nations, Metis or Inuit) candidates. Please self-declare in cover letter.MINIMUM FORMAL EDUCATION/TRAINING REQUIRED:- Completion of a formal training program in a related discipline from a recognized institute is required.EXPERIENCE:- Four years of directly related secretarial and administrative experience in a healthcare setting is required.- Experience working in a First Nations, Métis and/or Inuit Healthcare setting is required.- Experience working with Clinicians is required.- Experience coordinating schedules and booking travel, transportation and accommodations is required.- Experience creating and coordinating multiple schedules is required.- Experience using Concur or other travel booking systems is required.- Experience using QGenda or other scheduling systems is required.- Experience writing routine correspondence is required.- An acceptable equivalent combination of education and experience may be considered.SKILLS & ABILITIES:- Knowledge of University regulations, programs and procedures, especially as they relate to the Section of First Nations, Métis and Inuit is required.- Advanced skills in MS Office software programs, is required.- Knowledge of the Northern Manitoba and Indigenous culture is required.- Excellent interpersonal skills are required.- Excellent communications skills, both verbal and written are required.- Must have excellent spelling and grammar skills.- Experience with public relations and marketing practices is required.- Excellent organizational skills and ability to prioritize and work with confidential material is required.- Must have strong time-management, prioritization and organizational skills, with attention to detail and accuracy.- Ability to work effectively under pressure with competing priorities and deadlines is required.- Ability to work independently with analytical reasoning and problem solving skills is required.- Ability to process large numbers of documents with speed, accuracy and attention to detail in order to meet strict deadlines is required.- Proficiency, at an advanced level, in the use of Microsoft Office applications including Word, Excel, Access, PowerPoint, Outlook, Adobe, SharePoint and TEAMS is required.- Ability to establish departmental/program priorities is required.- Ability to establish and maintain effective working relationships with various levels of internal and external contacts including students, physicians, faculty, and remote and Northern communities, exercising initiative, sound judgment, diplomacy, and professionalism and maintaining confidentiality is required.- Demonstrated ability to deal effectively and diplomatically with senior members of the Faculty and University is required.- Ability to create, complete and maintain detailed Clinician schedules is required.- Ability to work independently and as a team member, make sound independent judgments, take initiative and problem solve is required.- Satisfactory work record, including satisfactory attendance and punctuality, is required.

Additional Information :

The University of Manitoba is committed to the principles of equity, diversity & inclusion and to promotingopportunities in hiring, promotion and tenure (where applicable) for systemically marginalized groups whohave been excluded from full participation at the University and the larger community including Indigenous Peoples,women, racialized persons, persons with disabilities and those who identify as 2SLGBTQIA+(Two Spirit, lesbian, gay, bisexual, trans, questioning, intersex, asexual and other diverse sexual identities).If you require accommodation supports during the recruitment process, please contact Please note this contact information is for accommodation reasons only.Application materials, including letters of reference, will be handled in accordance with the protection of privacy provisionsof "The Freedom of Information and Protection of Privacy Act" (Manitoba). Please note that curriculum vitae will be providedto participating members of the search process.