Administrative Assistant 4

Position Overview

Under the general direction of the Senior Project Director of Department Led Capital Projects office (DLCP), the incumbent is responsible for the timely and accurate provision of administrative assistance and office support services. The DLCP Office delivers healthcare infrastructure projects across Manitoba that improve access to care and enhance patient experiences. We are seeking a highly organized Administrative Assistant to support our growing team and contribute to the successful delivery of capital projects from planning through implementation.. DLCP project teams are typically comprised of one Senior PM, two or more Project Managers and Furniture / Equipment Coordinators and are supported by the Program Leader, Project Directors, Finance staff. The duties of this position include, but are not limited to, the following:

• Managing calendars and reminders for the DLCP leadership.
• Scheduling team meetings, appointments, and events and any ‘All Team’ / Staff Meetings.
• Coordinating travel arrangements as required.
• Managing the general DLCP ‘mailbox’ and directing general inquiries to the appropriate parties.
• Preparing documents, reports, and presentations as required.
• Communicating with administrative assistants from Shared Health, the Province, and other external parties to coordinate schedules & meetings.
• Creating expense claims for DLCP leadership, submitting for approvals.
• Drafting and editing correspondence, emails, and memos.
• Maintaining contact and email distribution lists, professional membership listing.
• Tracking expenses and invoices.
• Timekeeping in SAP.
• Coordinating and distributing monthly project reports.
• Sending approved documents to SH CFO office for approval.
• Coordinating and supporting the onboarding of new staff.
• Completing various access request forms for new staff and submit to Service Desk for processing.
• Managing the hardware and software licenses & renewals for DLCP.
• Supporting procurement processes including posting of public tenders.
• Attending meetings and take minutes, transcribe and distribute to appropriate parties.
• Other administrative duties as required.

Experience

• Minimum of five years in a senior secretarial position, preferably in the architectural profession, construction
  industry or comparable government agency.
• SAP (Systems, Applications and Products) experience is considered an asset.

Education (Degree/Diploma/Certificate)

• Complete High School education, Manitoba Standards, required.
• Completion of a recognized secretarial and/or business accounting training program required.
• Additional accredited training in supervision, administration, and/or office management courses preferred.
• An equivalent combination of education and experience will be considered.

Certification/Licensure/Registration

Not Applicable

Qualifications and Skills

• Advanced proficiency with Microsoft 365 applications including Outlook, Teams, Word, Excel, PowerPoint, SharePoint and Adobe Acrobat.
• Knowledge of General Accounting required.
• Must have excellent interpersonal, problem-solving, and organizational skills and be self-motivated.
• Demonstrated initiative, sound judgment, and the ability to build effective working relationships with internal and external stakeholders.
• Must have the ability to work independently and in a team environment.
• Must have the ability to prioritize workload and meet deadlines.
• Demonstrated ability to organize, maintain, and manage project documentation and records with a high degree of accuracy and attention to detail.

Physical Requirements

• Must be able to work effectively under stressful demands and frequent interruptions.