Academic Program Assistant (Liberia National Only)

Description

PIH JOB DESCRIPTION ( Academic Program Assistant )

Position Title:

Academic Program Assistant

Reports to:

Family medicine Residency program lead

Department:

Clinical services and Medical education

Liaises with

Supervises:

Work Location:

Harper, Maryland County

Employment Type:

Fixed -Term

Position Overview:

The Academic Program Assistant is a member of the PIH-Liberia clinical and program team helping to build the health workforce in Southeast Liberia through training nursing and midwifery students, intern and resident physicians, and practicing health professionals of all cadres. We are seeking a dynamic, highly motivated individual with strong communication, organizational and teamwork skills. This is an excellent opportunity for someone with experience and proven track record operational and administrative support to function at the next level in those areas while developing additional skills in grants management and program development.​

Essential Duties and Responsibilities:

• Serving as the first point of contact for trainees (resident doctors, interns, nursing students) coming to train in Southeast Liberia including:
  • Coordinating travel, accommodation, and benefits for trainees.
  • Conducting orientation to trainees and offering day-to-day operational support.
  • Interfacing with clinical instructors and mentors on clinical training schedule and needs.
  • Coordinating Continuing Professional Development trainings for health providers including:
    • Developing and tracking Terms of Reference for any training activities conducted by PIH-Liberia in Maryland.
    • Maintaining centralizing schedule for trainings, which is regularly circulated to clinical team from PIH and MOH.
    • Finalizing lists of trainees, sending out invites, coordinating printing of training materials, booking training space, coordinating catering, etc.
    • Regular communication with M&E team to coordinate evaluation on the impact of training program.
    • Providing general operational support for training program including:
      • Coordinating procurement of items needed for training programs including interfacing with operations, transportation, and maintenance teams.
      • Managing medical library, training supplies and tools for physician and nursing trainings at JJ Dossen Hospital including tracking inventory of any supplies.
      • Hosting visits and preparing program overviews for high-level partners.
      • Financial Reporting
        • Track budget expenditures on individual lines.
        • Correctly fill purchase request and supply request using budget lines and super codes.
        • Submit regular and timely report.
          • Fulfilling administrative duties and supporting academic and rotation activities
            • Managing academic calendars, coordinating meetings, preparing letters and official documentation as required.
            • Assisting in the preparation, scheduling, and coordination of rotation including in the secondary sites.
            • Maintaining and organizing learners’ records, attendance, evaluations, grades, and academic progress.
            • Coordinating didactics, workshops, exams and academic events including conference room preparation, formatting course materials, syllabi, attendance documentation, refreshment planning.
            • Providing basic technical support during exams, presentation, virtual session (Zoom, Teams, Canvas, etc.) with IT support.
            • Sending reminder for and collecting rotation evaluation by residents, faculty and presentation evaluation at the end of every rotation.
              • Coordinating the evaluation process of the Family Medicine residency program;
                • Preparing biannual evaluation of the residents including printing documents, planning OSCE stations.
                • Ensuring data availability for and preparing residents performance review.
                • Maintaining residents’ databases with regular documentation for academic tracking and reporting.
                • Ensuring faculty and program evaluation and collaborating with HMEI team for timely data collection, analysis and report.
                • Supporting the implementation of WACP and international accreditation standards.
                • Ensuring confidentiality and compliance with institutional and academic policies.
                  • Fostering learners well-being in the learning environment;
                    • Ensuring the comfort of the learners including responding to their basic needs, scheduling regular, annual checkup.
                    • Organizing self-care activities (birthday celebrations, dinner, party, etc.).
                    • Supervising the work of the household assistants including housing cleaning, respect of hygiene principles, food preparation, regular inventory of the furniture and household equipment.
                    • Coordinating with operation team to manage all the infrastructure/logistical issues related to the housing.
                    • Perform Any other tasks require by supervisor;

                      Qualifications:

                      Competency Profile:

                      The key competencies required for the position of Academic Program Assistant:

                      Academic qualification:

                      • Bachelor’s degree in appropriate field of study (Public Health, Administration, Education).
                      • At least 2 years’ experience in staff logistics/operational support to academic training program or health organization.
                      • Familiarity with health workforce training in Liberia
                      • Competent in Microsoft Word, Excel, PowerPoint and Outlook and educational platform (Canvas, etc.)
                      • Prior experience in grants management
                      • Excellent writing, organizational and time management skills

                        Technical Competencies

                        Skills:

                        • Excellent interpersonal and intercultural communication skills, verbal and written skills, required to effectively engage with academic and hospital leaders, partners, clinicians and trainees.
                        • Demonstrated teamwork including taking initiative to implement assigned tasks with minimal supervision.
                        • Working across different disciplines and culture to achieve a shared vision, identifying obstacles and working as a team to overcome them.
                        • Fluent in English with demonstrated ability to produce written reports and do presentation.
                        • A strong commitment to social justice/equity and recognizing health as a human right.
                        • An ability to be flexible and effective in the face of unexpected challenges.
                        • Proven ability to exercise good judgement, demonstrate political astuteness and tact.
                        • Sense of humor and flexible disposition.

                          Preferred characteristics:

                          • Liberian National strongly preferred
                          • Availability and enthusiasm to live and work in Harper, Maryland County with occasional travel to Monrovia
                          • Familiarity with medical education or clinical training environments
                          • Experience with data entry, academic assessments, or accreditation processes
                          • Attention to detail and ability to handle sensitive information discreetly
                          • Proactive attitude and problem-solving mindset
                          • Ability to work on weekend if needed

                            Organizational Profile:

                            Partners In Health (PIH) is a non-profit, global health organization that fights social injustice by bringing the benefits of modern medical science first and foremost to the most vulnerable communities around the world. PIH focuses on those who would not otherwise have access to quality health care. PIH partners with the world’s leading academic institutions to create rigorous evidence that shapes more sound and all-inclusive global health policies. PIH also supports local governments’ efforts to build capacity and strengthen national health systems.

                            As of today, PIH runs programs in 11 countries (Haiti, Kazakhstan, Lesotho, Liberia, Malawi, Mexico, Navajo Nation, Peru, Rwanda, Sierra Leone, United States), where it provides direct care to millions of patients, through public facilities and community engagement. PIH was invited by the Government of Liberia in 2014 to respond to the Ebola Virus Outbreak and thereafter accompany the Government to rebuild the health system. PIH Liberia works shoulder-to-shoulder with the Ministry of Health to strengthen person-centered primary health care systems in the rural Southeastern part of the country with the aim of establishing Maryland County as a model for universal health care through innovative community-based rural service delivery.

                            PIH is committed to the fundamental principle of equal opportunity and equal treatment for every prospective and current employee. PIH prohibits sexual exploitation, harassment and abuse and all forms of discrimination, including on the basis of race, color, national or ethnic origin, ancestry, age, religion, creed, disability, sex and gender, sexual orientation, gender identity and/or expression, military or veteran status, or any other characteristic protected under applicable federal, state or local law. PIH works in and with a number of governments in and outside the U.S., and to the extent applicable, this statement is intended to incorporate the prohibition of any unlawful discrimination covered by applicable laws in such countries, states and municipalities.

                            Prevention of Sexual Exploitation and Abuse:

                            At Partners In Health, we are committed to ensuring that those who benefit from our work- including our patients, families and community members –as well as our staff are treated with dignity and respect and protected from sexual exploitation, abuse and sexual harassment. A range of pre-employment checks will be undertaken in conformity with Partner In Health’s PSEAH policy. Partners In Health will request information from applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.