Administrative Assistant - Provincial Lab Operations - Hematology - Immunology

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, organizing meeting material, preparing agendas and minutes, and following up on action items.

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

• 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.

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

Not applicable

• 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.

• Required to work for long periods of time at a computer.
• Travel between Health Sciences and St. Boniface Hospital will be required.

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.

Shared Health values and supports employment equity and workplace diversity and encourages all qualified individuals to apply.

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.