Description
Job Title: Administrative Assistant
Reports to: Chair, Division of Basic Medical Sciences
Group/Department: School of Medicine
Location: Butaro, Rwanda
Position Overview:
The Administrative Assistant will provide administrative and academic support to the Division of Basic Medical Sciences.
S/he will provide high level support to the MBBS program, including academic tasks such as scheduling, course/faculty evaluation and e-learning support, and other administrative duties. S/he also be involved in research projects pertaining to excellence in medical education.
The ideal candidate for this position is someone who is highly self-motivated and passionate about higher education, global health and medical education, with superior attention to detail and organizational skills. The Academic Administrative Assistant should possess previous experience in a wide range of academic and administrative tasks, the ability to work independently as well as part of a team, and effective communication. The Administrative Assistant will work closely with students, faculty and staff at all levels and across departments at UGHE, as well as important external partners. They must be exceedingly well organized, diplomatic, flexible, resourceful, and proactive. They must exhibit great discretion, handle confidential matters with the utmost care, and possess a high level of sophistication in managing complex issues.
Responsibilities:
Academic
Provide general academic and administrative support to the division of Basic Medical Sciences. This can include course scheduling, managing grades records, compiling and recording academic syllabi, tracking student progress and coordinating exams.
Oversee essential e-learning platforms, for example Canvas, Populi, Scholar Rx, Osmosis, Turnitin and any other online platform, and provide technical support to faculty and students in the division of Basic Medical Sciences using these resources.
Aid in the coordination of faculty/course evaluations and reports aimed at academic policy and curriculum development within the EDQC.
Serve as a key point of contact for anything related to academic program delivery in the in the division of Basic Medical Sciences.
Work collaboratively alongside other academic administrative assistants, staff and faculty in other Divisions and Departments in the School of Medicine.
Research
Provide general research support to the division of Basic Medical Sciences, School of Medicine and EDQC research projects and studies (i.e., data collection and entry, data analysis, background research, writing protocols/reports/publications etc.)
General support and resource mobilization
Coordinate on-site project logistics such as booking event spaces, transportation and meals for participants, procurement or requisition of necessary tools, and general event logistics.
Support resource mobilization for the division of Basic Medical Sciences, including preparing grant applications to external funding sources, coordinating reporting to external funders, and managing financial approval and other financial processes.
Any additional tasks as directed by the Supervisor
Qualifications and competencies:
Bachelorโs degree in education, health, social science, business, humanities, or in another relevant field; Masterโs degree preferred
Academic or professional experience in research writing and data collection
Work experience in administrative, executive assistant, and/or personal assistant role(s) in an educational or relevant setting
Fluency in Microsoft Word, Excel, PowerPoint, and Google Drive
Ability to manage and prioritize projects with high attention to detail