Job Opportunities in Canada

The Health Sciences Centre Foundation rallies individual, corporate, and institutional donors in support of HSC Winnipeg—Manitoba’s hospital. In partnership with donors since 1976, the HSC Foundation has raised over $255 million to support the important work of HSC Winnipeg. By inspiring Manitobans to donate, the HSC Foundation enhances patient care and accelerates innovation at HSC through the acquisition of state-of-the-art technology, the development of new clinical spaces, and the promotion of groundbreaking research. Through specific, timely, and essential investments, the HSC Foundation helps to deliver tomorrow’s health care, today.
Job Summary
The Office Manager serves as the primary point of contact and ensures the smooth operation of the Foundation’s administrative functions. This role is integral in fostering a positive office culture and advancing the strategic objectives of HSCF. The Office Manager will manage day-to-day office activities, provide exceptional reception services, deliver service-oriented technical and administrative support, and maintain a professional environment that supports the Foundation’s mission and values.
Key Duties & Responsibilities
Reception Management:

• Welcome colleagues, donors, and visitors with warmth and professionalism, reinforcing the Foundation’s positive image within the community.
• Manage incoming and outgoing communications, including phone calls, mail, and courier services, ensuring accurate and timely distribution.
• Maintain a clean, organized, and branded reception, boardroom and meeting room, kitchen and office area that reflects the Foundation’s values.
• Ensure office operations comply with all relevant regulations.

Colleague and Visitor Services:

• Cultivate a professional and collaborative work environment that encourages teamwork and open communication.
• Provide support to colleagues with scheduling, meeting arrangements, and administrative tasks.
• Deliver exceptional visitor experiences by anticipating and addressing their needs, thereby enhancing the Foundation’s reputation.
• Respond promptly to the needs of colleagues, donors, and visitors with attentiveness and empath

IT, Communication and Coordination:

• Act as the central point of contact for IT support and communication, ensuring inquiries are directed to the appropriate departments or individuals.
• Provide basic desktop tech support, escalating issues to the Executive Assistant or third-party service providers (e.g., Epic, Zoomfone) as necessary.
• Communicate important updates and announcements effectively to both employees and visitors.
• Collaborate with various departments and represent the Foundation to stakeholders to ensure smooth operations and resolve any emerging issues.

Administrative Support:

• Oversee administrative activities and office operations, streamlining processes, and implementing best practices to align with HSCF’s strategic goals.
• Assist in scheduling appointments, arranging travel logistics, and coordinating meetings for executives or colleagues as needed.
• Manage office supplies, inventory, catering, and equipment maintenance to ensure a well-functioning office.
• Provide clerical, database, and project administrative support, meeting deadlines as outlined.
• Collaborate with HR to update and maintain office policies as required.
• Manage and maintain organizational calendars.
• Manage the HSC Foundation email account.

Brand Ambassadorship:

• Represent the Foundation’s brand and values through professional conduct, appearance, and behavior.
• Serve as a brand ambassador, ensuring a positive experience for all colleagues, donors, and visitors.
• Stay informed about the Foundation’s news, campaigns, and programs to effectively communicate with and promote to visitors and constituents.

Education & Experience

• A university degree or college diploma in business administration, hospitality administration, or a related field is preferred
• A minimum of 3-5 years’ experience providing administrative or customer service support, ideally in an Office Manager role
• Proficiency in MS Office software; experience with Adobe programs is an asset
• Experience providing technical support, troubleshooting technical issues and performing routine updates is preferred
• Knowledge of database management, with experience in Raiser’s Edge NXT considered an advantage

Skills & Abilities

• Excellent verbal and written communication skills to facilitate effective internal and external communication
• Strong organizational skills; able to manage multiple priorities and deadlines in a dynamic environment
• Professional demeanor in phone and reception etiquette
• Proven success in project management, including the ability to manage timelines, budgets, and follow-through on tasks
• Quickly acquires and adapts to new concepts and technologies with strong intuitive technical skills
• Experience developing internal systems, an asset

Job Types: Full-time, Permanent
Pay: $50,000.00-$60,000.00 per year
Additional pay:

• Bonus pay

Benefits:

• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• Paid time off
• RRSP match
• Vision care

Flexible language requirement:

• French not required

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Winnipeg, MB R3E 0Z3: reliably commute or plan to relocate before starting work (required)

Education:

• Secondary School (required)

Experience:

• Administrative: 2 years (required)
• Technical support: 1 year (required)

Language:

• English (required)

Work Location: In person
Application deadline: 2024-10-15