Job Description

MAIN FUNCTION OF POSITION:

Reporting to the Managing Director, the successful applicant is a key member of our business team and is responsible for providing effective and efficient administrative support to the Management team of the Department of Internal Medicine.

Key activities of this position:

• Supporting managers with a variety of administrative needs
• Supporting system access processing and tracking
• Supporting with supply and equipment purchasing
• Supporting with invoice and payment processing
• Supporting with other miscellaneous administrative needs as determined by the management team

Representative Duties:

• Coordinates the daily routine of assigned managers, including: scheduling all meetings, arranging room bookings and catering for meetings as necessary, ensuring the calendar is consistently accurate with proper additions and deletions.
• Responsible for taking meeting minutes as required, tracking and distributing as appropriate.
• Types and/or enters a variety of material including general and confidential correspondence.
• Coordinates recruitment processes and assists with applicable human resource document completion.
• Maintains and updates departmental web-based directory and identifies and communicates any changes required to UM website to Department Communication Coordinator.
• Assists with coordinating events, as applicable.
• Coordinates a variety of assigned duties for the onboarding and offboarding of new faculty members and staff; including but not limited to scheduling meetings, facilitating system/facility access as requested by the manager.
• Reviews and updates office and general administrative processes.
• Maintains and updates complex files (electronic & paper) ensuring that files are easily retrievable, logically organized, clearly labeled, back-ups are maintained and material is filed within a day of return.
• Maintains, tracks and updates various database systems.
• Adheres to all safety and health regulations and safe work practices.
• Assists with PowerPoint presentations and other material as required.
• Responsible for timekeeping and weekly payroll submission in the applicable platform for a defined group of department employees and generates and compiles applicable HR reports, as required.
• May be required to perform other duties/functions and projects as assigned by the Manager related to this job description not exceeding above stated skills and capabilities.
• Works within various systems including but not limited to MS Office including Office 365, EPIC, Concur, VIP, SAP for expenses, invoicing, and payroll, as required.
• Generates reports while ensuring accuracy as required.
• Orders equipment, supplies and IT through the appropriate systems.
• Supports secretaries in travel coordination including review, preapproval and submission as needed (research and non-research travel).
• Supports secretaries with section discretionary, events, reimbursement of expenses as needed.
• Assists with monthly, quarterly and year-end reporting, as required.
• Assists with financial forecasting and budgeting, as required.
• Assists with reviewing submissions for preapproval and reimbursement of expenses following the appropriate process and policy.

QUALIFICATIONS

Minimum Formal Education/Training:

• Grade 12 with post-secondary education in a health care administration program with a recognized institution.
• Knowledge of Shared Health and University of Manitoba regulations, programs and procedures is an asset.
• An acceptable equivalent combination of education and experience may be considered.

Experience and Skills:

• Minimum two years directly related administrative experience.
• Strong coordination and organizational skills are required.
• Demonstrated experience in customer service and working with varying stakeholders is required.
• Experience in accounting, bookkeeping or financial roles is an asset.
• Experience working with various computerized systems (VIP, EPIC, Concur, FAST etc.), WRHA/SH systems (SAP), will be considered assets.
• Proven track record for high level of accuracy, confidentiality and attention to detail are required.
• Advanced level of proficiency in Microsoft Office (Outlook, Word, Excel) with extensive experience using and developing spreadsheets is required.

Additional Requirements:

• Demonstrating a positive and passionate attitude, a willingness to learn and grow, along with effective interpersonal skills is essential.
• Well organized, detail-oriented, flexible, and committed with the ability to design/streamline administrative processes in an organized, creative and effective manner. Must take initiative and prioritize workload to efficiently address multiple questions or problems in a continuously changing environment.
• Self-motivated and able to work independently and as a team member to meet tight and often competing deadlines.
• Demonstrate strong planning, analytical, problem solving and time management skills.
• Must exercise discretion with sensitive and confidential information.
• Must be able to establish positive working relationships with faculty, university, WRHA/Shared Health and UMG staff.
• Must be able to communicate effectively both verbally and in writing.

The University Medical Group is strongly committed to equity and diversity within its community and especially welcomes applications from women, racialized persons, Indigenous peoples, persons with disabilities, persons of all sexual and gender identities, and others who may contribute to the further diversification of ideas.

If you require accommodation supports during the recruitment process, please contact the UMG Business Office. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.

•"We thank all who apply and advise that only those selected for further consideration will be contacted."•

Job Types: Full-time, Permanent

Pay: $25.87-$30.84 per hour

Expected hours: 37.5 per week

Benefits:

• Dental care
• Extended health care
• Life insurance

Schedule:

• Monday to Friday

Application question(s):

• Are you proficient in all Microsoft Office applications (Outlook, Word, Excel and Powerpoint)?
• Have you completed a Medical Office or Medical Secretarial/Administrative Training Program?

Education:

• Secondary School (preferred)

Experience:

• Administrative experience: 2 years (required)

Location:

• Winnipeg, MB (required)

Work Location: In person

Application deadline: 2025-02-26