Office Assistant - Office Assistant 3 (AESES)
University of Manitoba
Winnipeg, Canada
5d ago

Responsibilities : JOB DESCRIPTION : - Maintains a listing of all active research projects- Maintaining Dr. Kelly's calendar including scheduling new meetings and responding to meeting requests- Coordinates the set-up of new staff, e.

g. orientation to the lab and access to drives- Plans and prioritizes workload to ensure deadlines are achieved.- Setting up teleconference and video conferences (Skype, Zoom, WebEx, BlueJeans etc)- Schedules meetings for various workgroups including standing committees including distributing agendas, minutes and preparing minutes as required.

  • Ensuring the calendar is consistently accurate with proper addition and deletion, and a hard copy provided to the PI on a weekly basis with no more than five noted errors per quarter.
  • Ensuring that notices are sent out at least 1 week in advance of the event. Updates and maintains PI's curriculum vitae and professional activities logs- Coordinates reimbursement and booking for travel- Handles routine correspondence and ensures composition is professional, grammatically correct, clear and logical, reflects the tone and philosophy' of the Department and its presented 24 hours before due date.

  • Ensures memos and letters conform to departmental standard format. Proofreads and edit materials.- Adheres to all safety and health regulations and safe work practices.
  • May be required to perform other duties and functions related to this job description not exceeding above stated skills and capabilities.
  • Performs other related duties as assigned or required. MINIMUM FORMAL EDUCATION / TRAINING REQUIRED : - Completion of High School and completion of a formal training in a related discipline from a recognized institution plus the 3 years of related experience.
  • An acceptable combination and education and experience may be considered. - Familiarity with University systems and procedures an asset.
  • General administrative courses would be preferred. EXPERIENCE : - Proficiency using MS Word, Common CV, Research Net, Excel and Outlook are required.
  • Must have related office experience and demonstrated ability to support multiple projects simultaneously.- An acceptable equivalent combination of education and experience may be considered.
  • Qualifications : - Typing speed of 55wpm. Must have a basic knowledge of general office practices. Must have the ability to organize, prioritize and complete complex secretarial, clerical or basic accounting routines.

  • Requires effective verbal and written communications skills. - Excellent communication and interpersonal skills are required.
  • Ability to establish and maintain effective working relationship with staff, physicians, researchers and external agencies as well as the ability to organize, prioritize and compete complex secretarial routine.
  • A general knowledge of University and Health Sciences Centre policies, regulation, programs and procedures is preferred.
  • A general knowledge of issues related to the College of Medicine is helpful.- Satisfactory work record, including satisfactory attendance and punctuality, is required.

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