Administrative Assistant 2 - Provincial Lab Operations - Chemistry - Microbiology

Requisition ID: 402619

Position Number: 20088229

Posting End Date: Open Until Filled

City: Winnipeg

Employer: Shared Health

Site: Shared Health - St. Boniface Hospital

Department / Unit: Diagnostic Services

Job Stream: Non-Clinical

Union: Non Union

Anticipated Start Date: ASAP

FTE: 1.00

Anticipated Shift: Days

Work Arrangement: In Person

Daily Hours Worked: 7.50

Annual Base Hours: 1950

Shared Health leads the planning and coordinates the integration of patient- centered clinical and preventive health services across Manitoba. The organization also delivers some province-wide health services and supports centralized administrative and business functions for Manitoba health organizations.

Position Overview

The administrative assistant proactively provides executive administration support to the Medical and Technical Laboratory Directors within each of the Provincial Discipline teams by producing timely correspondence, coordinating meetings and schedules. Organizes meeting material and preparing agendas/minutes and follow up on action items.

1. Organizes and prioritizes independently the administrative activities for Medical & Technical Directors and ensures that all work is completed within established timeframes.
2. Types, formats and proofreads a variety of material including: correspondence, minutes, agendas, manuscripts, policies, procedures, templates and form letters.
3. Develops, maintains and updates a variety of databases including: data collection and entry, assisting with analysis and organization of information and assisting with preparation of reports related to quality, accreditation, Intelex and RL6.
4. Performs payroll functions and monitors position control information including verifying information from ESFs, budget transfers, and following up on problems/discrepancies as required.
5. The daily report to work site location is split between Health Sciences and St. Boniface Hospital. Travel between these sites will be required.

Experience

• Three years directly related experience required.
• Experience scheduling and coordinating meetings required.
• Experience recording and preparing minutes and agendas.
• Experience maintaining spreadsheets and databases.
• Previous healthcare experience preferred.
• Experience with purchase and inventory systems.
• Experience with scheduling/payroll systems.

Education (Degree/Diploma/Certificate)

• Complete high school education Manitoba standards, required.
• Formal training in applied office skills is required.
• A combination of education and experience may be considered.

Certification/Licensure/Registration

Not applicable

Qualifications and Skills

• Demonstrated ability to organize, assign and supervise the work of junior employees.
• Ability to compose correspondence on behalf of Provincial Discipline Teams (Medical and Technical Directors).
• Typing speed 65 wpm.
• Proficiency with computerized systems (Microsoft Office Word, Excel, Access, and PowerPoint) required.
• Experience with email and computerized calendars.
• Excellent communication skills, verbally and in writing.
• Ability to prioritize a large workload and independently complete a variety of administrative duties.
• Ability to work in a fast-paced environment and work effectively under pressure to meet deadlines.
• Demonstrated problem-solving skills.
• Must have strong organizational skills, initiative and the ability to prioritize tasks.
• Must be able to work independently with limited guidance and minimal supervision.

Physical Requirements

• Required to work for long periods of time at a computer.
• The daily report to work site location is split between Health Sciences and St. Boniface Hospital. Travel between these sites will be required.

We have a unique ability to work together to make health care better. If you want to make a difference and contribute to supporting the health of your family, friends and neighbours, please apply today.

Interested candidates should select the "Apply" icon below to upload their cover letter, resume and copy of licenses/certification.

This position requires a current satisfactory Criminal Records Check (including Vulnerable Sector Search), Child Abuse Registry Check and Adult Abuse Registry Check as conditions of employment. The successful candidate will be responsible for any service charges incurred. A security check is considered current if it was obtained no more than six (6) months prior to the start of employment.

Please note that an employee is not permitted to hold two or more positions in Shared Health that combine to equal more than 1.0 FTE.

Shared Health values and supports employment equity and workplace diversity and encourages all qualified individuals to apply. We thank all applicants but only those selected for an interview will be contacted.

We welcome applications from people with disabilities. Accommodations are available upon request during the assessment and selection process.

Manitoba healthcare employers, in partnership with the Indigenous community, are committed to increasing the representation of Indigenous People within all levels of our workforce. Indigenous applicants are encouraged to apply and to voluntarily self-identify as being of Indigenous descent in their cover letter/application.