Secretary 3

Position Overview

Reporting to the Physician Services Manager, the incumbent is responsible for the effective and efficient provision of secretarial and administrative support for a section in the Department of Internal Medicine. 

Duties include:

• Typing a variety of correspondence including, (but not limited to): medico legal letters, grants, manuscripts and abstracts.
• Establishing and maintaining office systems.
• Updating and maintaining curriculum vitae (CVs) for multiple physicians.
• Maintaining schedules for multiple physicians.
• Recording/transcribing minutes.
• Completes travel arrangements as per WRHA protocol and UM CONCUR.
• Creating, maintaining and distribution of multiple schedules.
• Completes purchase orders  utilizing multiple systems and protocols.

Experience

• Two years directly related experience required, preferably in a health care setting.  
• Experience with coordinating, organizing and scheduling meetings in Microsoft Outlook, with multiple stakeholders is required.
• Experience working in a University environment with knowledge of University policies and procedures, in reference to grants and external funding agencies would be considered an asset.
• Two years directly related experience required, preferably in a health care setting.  
• Experience with coordinating, organizing and scheduling meetings in Microsoft Outlook, with multiple stakeholders is required.

Education (Degree/Diploma/Certificate)

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

Certification/Licensure/Registration

Not Applicable

Qualifications and Skills

• Preference will be given to those applicants competent in an Indigenous language and/or knowledge in Indigenous customs, traditions and values.
• Medical Terminology (75% pass mark).
• Keyboarding speed of 50 wpm required.
• Knowledge of personal computers and proficiency in Microsoft Office including Excel, Word, PowerPoint and Outlook required.
• Knowledge of SAP, EPIC and Concur are preferred.
• May be required to learn and use department specific software and technology.
• Excellent planning, organizational, project and time management skills are required.
• The incumbent must be able to demonstrate good judgement, initiative and diplomacy and have the ability to coordinate workflow and develop efficiencies.
• 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.  
• Demonstrated ability to work independently with limited guidance and supervision.

Physical Requirements

• Recognized ability to adapt to change.
• Frequent foot travel throughout the facility, as well as various University of Manitoba Bannatyne Campus offices.
• Flexibility to attend meetings/events outside regular business working hours.
• Ability to cope with frequent interruptions and function in a fast-paced environment.
• Frequent contact with patients, staff and public.