Administrative Assistant - Winnipeg, Canada - Chronic Disease Innovation Centre

Description

Job Title:
Administrative Assistant


Reports to:
Executive Director

***: Reporting to the Executive Director, the incumbent is responsible for the effective and efficient provision of secretarial and administrative support for Chronic Disease Innovation Centre (CDIC) and the University of Manitoba Department of Internal Medicine.


EDUCATION:

• Complete high school education, Manitoba standards, required.
• Successful completion of a formal postsecondary administrative assistant program required.
• A combination of education and experience may be considered.

SPECIAL TRAINING:

• Medical Terminology.
• 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:

• 3+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
• 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 a strong asset.
• Experience maintaining and updating CVs for principal investigators.
• Experience organizing and submitting promotional materials for principal investigators.

PHYSICAL DEMANDS AND WORKING CONDITIONS:

• Recognized ability to adapt to change.
• Frequent foot travel throughout the facility.
• Fulltime onsight position.
• Flexibility to attend meetings/events outside regular business working hours.
• 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 FUNCTIONS:

• Typing a variety of correspondence and other documents including, (but not limited to): medico legal letters, grants, manuscript submissions and abstracts.
• Establishing and maintaining office systems and supply inventory.
• Updating and maintaining curriculum vitae (CVs) for multiple physician researchers.
• Maintaining calendars and schedules for physician researchers and senior CDIC personnel.
• Attend research and business meetings; record/transcribe and distribute minutes.
• Submit invoices for processing and perform financial tracking.
• Completes travel arrangements and reimbursements.
• Completes purchase orders utilizing multiple systems and protocols.
• Assist with coordination and execution of various research agreements.
• Other duties as assigned.

ILLUSTRATIVE EXAMPLES OF ACTIVITIES OF POSITION:

• Assists the principle investigators 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.
• Frequently updates CVs with recent manuscript publications, presentations and awarded grants.
• Coordinates the daily routine of the office for senior CDIC staff and principle investigators including: scheduling meetings, educational and clinical activities, arranging room bookings and catering for meetings.
• Frequent communication with the GFT 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 CDIC.
• 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 need