Administrative Assistant 4

Requisition ID: 411477

Position Number: 20089876

Posting End Date: Open Until Filled

City: Winnipeg

Employer: Shared Health

Site: Shared Health - Newport Bldg

Department / Unit: Department Led Capital Projects (DLCP)

Job Stream: Non-Clinical

Union: Non Union

Anticipated Start Date: October 1, 2026

FTE: 1.00

Anticipated Shift: Days

Work Arrangement: Hybrid

Daily Hours Worked: 7.50

Annual Base Hours: 1950

Shared Health leads the planning and coordinates the integration of patient- centered clinical and preventive health services across Manitoba. The organization also delivers some province-wide health services and supports centralized administrative and business functions for Manitoba health organizations.

Position Overview

Under the general direction of the Senior Project Director of Department Led Capital Projects office (DLCP), the incumbent is responsible for the timely and accurate provision of administrative assistance and office support services. The DLCP Office delivers healthcare infrastructure projects across Manitoba that improve access to care and enhance patient experiences. We are seeking a highly organized Administrative Assistant to support our growing team and contribute to the successful delivery of capital projects from planning through implementation.. DLCP project teams are typically comprised of one Senior PM, two or more Project Managers and Furniture / Equipment Coordinators and are supported by the Program Leader, Project Directors, Finance staff. The duties of this position include, but are not limited to, the following:

• Managing calendars and reminders for the DLCP leadership.
• Scheduling team meetings, appointments, and events and any ‘All Team’ / Staff Meetings.
• Coordinating travel arrangements as required.
• Managing the general DLCP ‘mailbox’ and directing general inquiries to the appropriate parties.
• Preparing documents, reports, and presentations as required.
• Communicating with administrative assistants from Shared Health, the Province, and other external parties to coordinate schedules & meetings.
• Creating expense claims for DLCP leadership, submitting for approvals.
• Drafting and editing correspondence, emails, and memos.
• Maintaining contact and email distribution lists, professional membership listing.
• Tracking expenses and invoices.
• Timekeeping in SAP.
• Coordinating and distributing monthly project reports.
• Sending approved documents to SH CFO office for approval.
• Coordinating and supporting the onboarding of new staff.
• Completing various access request forms for new staff and submit to Service Desk for processing.
• Managing the hardware and software licenses & renewals for DLCP.
• Supporting procurement processes including posting of public tenders.
• Attending meetings and take minutes, transcribe and distribute to appropriate parties.
• Other administrative duties as required.

Experience

• Minimum of five years in a senior secretarial position, preferably in the architectural profession, construction
  industry or comparable government agency.
• SAP (Systems, Applications and Products) experience is considered an asset.

Education (Degree/Diploma/Certificate)

• Complete High School education, Manitoba Standards, required.
• Completion of a recognized secretarial and/or business accounting training program required.
• Additional accredited training in supervision, administration, and/or office management courses preferred.
• An equivalent combination of education and experience will be considered.

Certification/Licensure/Registration

Not Applicable

Qualifications and Skills

• Advanced proficiency with Microsoft 365 applications including Outlook, Teams, Word, Excel, PowerPoint, SharePoint and Adobe Acrobat.
• Knowledge of General Accounting required.
• Must have excellent interpersonal, problem-solving, and organizational skills and be self-motivated.
• Demonstrated initiative, sound judgment, and the ability to build effective working relationships with internal and external stakeholders.
• Must have the ability to work independently and in a team environment.
• Must have the ability to prioritize workload and meet deadlines.
• Demonstrated ability to organize, maintain, and manage project documentation and records with a high degree of accuracy and attention to detail.

Physical Requirements

• Must be able to work effectively under stressful demands and frequent interruptions.

We have a unique ability to work together to make health care better. If you want to make a difference and contribute to supporting the health of your family, friends and neighbours, please apply today.

Interested candidates should select the "Apply" icon below to upload their cover letter, resume and copy of licenses/certification.

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.

Please note that an employee is not permitted to hold two or more positions in Shared Health that combine to equal more than 1.0 FTE.

Shared Health values and supports employment equity and workplace diversity and encourages all qualified individuals to apply. We thank all applicants but only those selected for an interview will be contacted.

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.