Contract Specialist - OA4 (AESES)

Contract Specialist - OA4 (AESES)
Revised Regular Continuing Full-Time (Budget Funded)

Full-time:
Yes

Permanent:
Yes

Work schedule:
35 Hours/week (Monday to Friday, 8:30 am to 4:30 pm)

Salary:
$24.69 to $33.63 per hour ($44,935.80 to $61,206.60 per annum)

Expected Start Date
May 4, 2026

Trial/Probation period:
840 hours worked

For more information please contact: Amanda Dowbenko - adowbenko@hsc.mb.ca (2047XXXXXX)

Qualifications
MINIMUM FORMAL EDUCATION/TRAINING REQUIRED:

Completion of a formal training program in a related discipline from a recognized institute plus three years of directly-related experience is required.
Completion of a post secondary diploma program in applied office skills or administration; or a bachelor’s degree in a related field would be preferred.
EXPERIENCE:

Experience in office software (word processing, spreadsheets, PowerPoint, databases, email, scheduling).
Experience competence in project planning basics.
A thorough, knowledge of the recruitment process at the University of Manitoba/WRHA, VIP program and HR processes are beneficial.
Knowledge of basic account is an asset.
Familiarity with University and HSC internal structure and physical layout is an asset.
An equivalent combination of education and experience may be considered.
SKILLS AND ABILITIES:

Standard computer skills in Microsoft Outlook, Excel, and Word are required.
Strong verbal, listening and written communication skills are required.
Must possess good planning, organizational, project and time management skills are required.
Organized, efficient, conscientious, excellent attention to detail is required.
A mature collegial and professional manner is required along with a position “can-do” attitude is required.
Demonstrated ability to work independently and be self-motivated and identify when assistance is required.
Ability to demonstrate tack, diplomacy, professionalism and respect for others is required.
Ability to retain information on a confidential basis is required.
Ability to develop position working relationships with others and function as part of a team is required.
A satisfactory work record, including satisfactory attendance and punctuality, is required.
OTHER JOB-RELATED QUALIFICATIONS:

Previous experience with medical contracts.
Knowledge of HR processes at the university and/or Shared Health or WRHA.

Key responsibilities
Responsibilities:

Contracts:

Monitors contracts and schedules all contract renewals in a timely manner in collaboration with Provincial Medical Administration Office (PMAO) and U of M HR. This includes academic appointments (nil, GFT, PhD) and medical staff appointments (salaried or independent contractor) in Child Health.
Maintains a database of all individuals who hold academic and medical appointments and creates regular reports to ensure that re-appointments occur on a timely basis. Maintains personnel files in shared drive.
Supports the Department in new recruits and hires, from a contract perspective and coordinates the onboarding process (checklist).
Supports the Department in retirements and resignations, from a contract perspective and coordinates the deboarding process (checklist).
Maintains and updates job descriptions and orientation manual. Provides clarification or interpretation to College as needed. Educates team and support staff on processes as needed.
Payroll:
Submits weekly employee payroll to the University of Manitoba payroll system for the Department of Pediatric administrative and Education staff (cohort of 12 employees).
Submits correction and addition forms to payroll system.
Other Duties:
Distributes weekly Grand Rounds reminders and surveys to the Department and creating posters on Canva.
Responsible for maintaining and tracking faculty attendance and distribution of yearly MOCOMP attendance letters.
Cross-coverage for absences across the Department.
Maintains event calendar in the Department of Pediatrics website.
Coordinates and assists in work events and retreats.
Coordinates special faculty development projects as directed by the Department Head (Cliffton Strengths, ePF management).
Coordinates other group education meetings including EDI Training, Nomination Committee, Medical Education Interest Group, and others.
May be required to perform related duties not exceeding skills and capabilities as required.

Additional information

The University of Manitoba is committed to the principles of equity, diversity & inclusion and to promoting opportunities in hiring, promotion and tenure (where applicable) for systemically marginalized groups who have been excluded from full participation at the University and the larger community including Indigenous Peoples, women, racialized persons, persons with disabilities and those who identify as 2SLGBTQIA+ (Two Spirit, lesbian, gay, bisexual, trans, questioning, intersex, asexual and other diverse ****** identities).

If you require accommodation supports during the recruitment process, please contact UM.Accommodation@umanitoba.ca or 204-XXXXXX. Please note this contact information is for accommodation reasons only.

Application materials, including letters of reference, will be handled in accordance with the protection of privacy provisions of "The Freedom of Information and Protection of Privacy Act" (Manitoba). Please note that curriculum vitae will be provided to participating members of the search process.