Pre-Clerkship Course Assistant - Office Assistant 5 (AESES)

Job OpeningaLocation : Expected Start Date : Full Time : Permanent : Posting End Date : Job Description : Administrative Secretary - Office Assistant 5 (AESES)Existing Budget-Funded Project Full-Time 35.00 hours / week Monday to Friday 8 : 00 am to 4 : 00 pmSalary Range : $26.16 - $35.78 per hour ($47,611.20 - $65,119.60 per annum)Proposed Start Date : June 17, 2024Proposed End Date : September 17, 2025Trial / Probation Period : 840.00 work hours For more information, please contact : Dave Fidler, CPA, CGA727 McDermot Ave.@ : - Provides direct support to assigned Course Leaders and is the first point of contact for students experiencing problems with scheduling, instructors, attendance, or other educational issues, contacting faculty as necessary.- Organizes and prepares individual course schedules for the Med I or Med II years using the Curriculum Management System. This includes, booking and verifying instructional space, identifying and confirming instructors and tutors, editing course schedules, etc.- Responsible for daily management of Med I or Med II courses, including updating the schedule throughout each course, liaising with instructors and students to address feedback or concerns, etc. - Provides administrative support to assigned Course Leaders, including overseeing the preparation and distribution of assigned course materials, distributing correspondence to the student body, etc.- Assists with the preparation and coordination of course examinations including managing timelines and facilitating workflow for exam preparation, maintaining the exam bank and statistics, developing exams, etc.- Prepares and facilitates reports related to learning objectives, learning resources, and instructors. - Assists with the implementation of the Attendance Policy as it relates to Pre-Clerkship, including preparing and collating student attendance, as per the Student Attendance policy.- Prepares and facilitates program evaluations and sends correspondence on behalf of the Associate Dean, UGME. - Assists in the development of new procedures relating to course administration.- Manages upkeep of relevant UGME databases relating to assigned courses and committees.- Provides administrative support to assigned Course Committees as required.- Prepares and maintains procedures manual for this position.- Creates user documentation for specific duties and workflows related to the position.- Provides administrative support to assigned UGME Governance Committees and the Summer Early Exposure program.- Coordinates small-group student events with the Associate Dean, UGME, and Dean, Max Rady College of Medicine.- Participates in a variety of duties associated with the accreditation process and reports to the accreditation leads, as required.- Assists other UGME staff at peak times including student orientation, special events, Inaugural, Convocation, and MMI.- Completes and processes relevant requisitions for purchases on institutional systems like Epic.- Administers payroll related activities, including entering hourly casual staff timesheets in the HRIS / VIP online payroll system, collection of payroll information, etc.- Maintains or updates the UGME website including creating, updating, and deleting content or webpages. - Provides reception coverage as assigned on a rotational basis.- May be required to perform related duties not exceeding skills and capabilities as : MINIMUM FORMAL EDUCATION / TRAINING REQUIRED : - Completion of a formal administrative / office training program from a recognized institution or program is required.- An undergraduate degree in a related discipline is an asset. EXPERIENCE : - Four years of administration experience is required, preferably focused on curriculum delivery, post-education, and / or Health Sciences.- Experience working in a University or post-secondary environment with students and Faculty is preferred.- Knowledge of University and Max Rady College of Medicine policies and procedures is an asset.- Knowledge of the Undergraduate Medical Education, Pre-Clerkship curriculum is an asset- An acceptable equivalent combination of education and experience may be considered. SKILLS AND ABILITIES : - Demonstrated proficiency in the use of advanced features associated with Adobe Acrobat and MS Office software such as Word Excel and PowerPoint is required.- Demonstrated ability to manage committees that includes, organizing meetings, agendas, minutes, and reporting, is required.- Demonstrated ability to manage a database, and create and run queries, tables, forms, and reports is required.- Knowledge of University regulations, programs, and procedures as they relate to the function / program is preferred.- Exposure to specialized software may be required depending upon the departmental needs (e.g. UM Learn, Aurora Student, AdAstra (room booking), Banner, EPIC & Entrada, and / or OPAL) is an asset.- Ability to participate in the development and interpretation of Department policies, procedures, and regulations is an asset.- Ability to undertake special administrative projects and studies as required for the department is an asset.- Demonstrated ability to plan, organize, prioritize, coordinate and establish work priorities and deadlines is required.- Ability to establish and maintain effective working relationships with various levels of internal and external contacts is required.- Ability to communicate effectively with all levels of staff, students, and the public in a professional, and tactful manner is required.- Ability to understand and independently manage administrative issues and problems is required.- Effective verbal and written communication skills, with the ability to provide advice, and develop, and present informational materials are required.- Ability to make sound independent judgments and utilize problem-solving skills is preferred.- Ability to coordinate workflow, identify processes requiring improvement and recommend, develop and implement modifications to improve efficiency is an asset. - Ability to demonstrate tact, diplomacy, and professionalism is preferred. - Efficient keyboarding skills are an asset.- Must be highly self-motivated by seeking continuous improvement of personal development and programming processes.- Satisfactory work record, including satisfactory attendance and punctuality, is Information : The University of Manitoba is committed to the principles of equity, diversity & inclusion and to promoting opportunities in hiring, promotion and tenure (where applicable) for systemically marginalized groups who have 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).