Administrative Assistant 4

Under the general direction of the Divisional Director, Facility Management, the incumbent provides effective and efficient administrative support to the Divisional Director, Facility Management and the Maintenance Services Department.

Duties include:

• Maintaining the Divisional Director’s calendar, processing routine correspondence, preparing support material for daily and special projects, preparing minutes, proposals, presentations, confidential personnel information and financial documents.
• Managing the Maintenance Services front office staff including service and support functions; ensures the department has appropriate secretarial coverage.
• Completing and monitoring payroll including time submission, ensures payroll reports (RCSR’s) are accurate, completes staff requisitions for Maintenance Services, reviews staff requisitions for Housekeeping, Security and the Central Energy Plant and forwards them for approval.
• Reviewing budget transfers received from Finance and ensures submitted budget transfers were processed correctly and cross-references the budget transfers with the Over/Under spreadsheet on a monthly basis.
• Maintaining departmental employee filing, position listing, performance appraisal documentation, and any other required documentation for the staff that report to the Divisional Director and for direct reports.
• Advises Facility Management Department administrative and support staff on appropriate administrative procedures.

• Five years previous related experience, preferably at a senior level in a health care setting required.
• Previous supervisory experience required.

• Complete high school education, Manitoba Standards, required.
• Successful completion of a recognized office administration/management training program required.
• Additional courses in supervision/administration/management an asset.
• A combination of education and experience may be considered.

• Preference will be given to those applicants competent in an Indigenous language and/or knowledge in Indigenous customs, traditions and values.
• Competency in the use of mathematics for budgets, record keeping, petty cash control, etc., required.
• Knowledge in the development of policies, procedures and guidelines an asset.
• Training in timekeeping an asset.
• Typing 50 wpm required.
• Demonstrated proficiency in Microsoft Office (Word, Excel, Outlook, Power Point).
• Adobe Reader and Visio required.
• Knowledge of Health Sciences Centre (HSC) internal programs an asset.
• Excellent interpersonal skills required.
• Must have excellent English communication skills, both oral and written.
• Knowledge of hospital operations, health care programs or patient care delivery systems.
• Knowledge of HSC payroll procedures, financial systems and Corporate Policies and Procedures.
• A general understanding of how Facility Management conducts business and how the division fits into the larger scope of the hospital and the Winnipeg Regional Health Authority (WRHA).
• Must be able to function well under timeline demands and competing priorities.
• Must be able to function with limited guidance as the Divisional Director assigns work that is not defined by established guidelines.

• Continuous use of personal computer.
• Ability to work in a diverse operation within a team environment.
• Must be able to work effectively in an environment with frequent interruptions.