Administrative Assistant Provincial Travel Team

Position Overview

• 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.

Experience

• 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.

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.

Qualifications and Skills

• Typing speed 65 wpm.
• Proficiency with computerized systems (ESP SAP ShiftLink SuccessFactors Microsoft Office Word Excel Access Teams Forms OneNote 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.

Physical Requirements

• Required to work for long periods of time at a computer.