Administrative Assistant
Health Careers Manitoba
full-time
Posted on:
Location Type: Hybrid
Location: Winnipeg • 🇨🇦 Canada
Visit company websiteJob Level
Mid-LevelSenior
About the role
- Organizes and prioritizes independently, the administrative activities for senior Directors/Managers and ensures that all work is completed within established timeframes.
- Types, formats, catalogues and proofreads a variety of material including: correspondence, minutes, agendas, manuscripts, policies, procedures, templates and form letters.
- Assists the Directors/Managers with operational tracking, monitoring, trending and follow up of all recruitment and educational activities; meeting program established timelines and deliverables inclusive of adhoc reporting.
- Assists the Directors/Managers with the ongoing monitoring and analysis of operating budgets, cost recovery reporting and expenditures; prepares ad hoc financial reports as requested.
- Takes initiative to handle matters and solve administrative problems not requiring the direct personal attention of the supervisor(s).
- 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 and presentations.
- Performs payroll functions, extracts pertinent business data from business software, monitors position control information including verifying information from ESFs, position control creation, budget transfers, and following up on problems/discrepancies as required.
- Monitors recruitment timelines and takes action as appropriate in collaboration with managers in creation of vacancies, hiring pipeline, employee screening, references, letter of offer, coordination of orientation/onboarding.
- Provides recruitment assistance in relation to creation of vacancy, hiring pipeline, employee screening, references, letter of offer, coordination of orientation/onboarding.
- May provide direction to junior employees (permanent or casual) within the portfolio which includes workload delegation, on-the-job training, monitoring of workload, ensuring deadlines are met and procedures are followed and contributing to performance appraisals of junior employees by providing feedback to the supervisor.
Requirements
- Five years directly related experience required.
- Experience in supporting recruitment activity within a unionized and non-unionized environment required.
- Experience supporting development, monitoring and cataloguing of departmental standard operating procedures preferred.
- Experience scheduling and coordinating meetings required.
- Demonstrated ability to provide direction to junior employees which may include workload delegation, on-the-job training and ensuring established deadlines are met.
- Ability to compose effective correspondence on behalf of senior Directors/Managers.
- Experience recording and preparing minutes and agendas efficiently.
- Experience maintaining spreadsheets and databases.
- Previous healthcare experience preferred.
- Complete high school education Manitoba standards, required.
- Formal training in applied office skills is required.
Benefits
- Criminal Records Check (including Vulnerable Sector Search)
- Child Abuse Registry Check
- Adult Abuse Registry Check
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard skills
administrative activitiesdata collectiondata entryfinancial reportingpayroll functionsbudget monitoringrecruitment assistancemeeting coordinationdatabase managementstandard operating procedures
Soft skills
organizational skillsproblem-solvinginitiativecommunication skillsdirection to junior employeesworkload delegationon-the-job trainingtime managementattention to detailcollaboration
Certifications
high school educationformal training in applied office skills