Administrative Assistant, CIME at Aga Khan University Hospital

Job Summary

The Aga Khan University's Centre for Innovation in Medical Education (CIME) is regarded as the most advanced simulation-based healthcare teaching and learning institute in Pakistan and East Africa and is comparable to the best in the world. CIME aims to transform education in Nursing, Medicine, Dentistry and Allied Health professions in Pakistan and East Africa through partnerships and through raising expectations of what is possible in education, innovation, and learning through technology.

AKU- Department of CIME is seeking an Administrative Assistant who will serve as the frontline representative of the Centre, managing reception duties while also contributing to technical, educational, and administrative tasks as required in-order to allow the center carry out its mission of facilitating high quality learning through innovation in medical education.

Responsibilities

• Greet and assist visitors, students, faculty, and staff courteously.
• Foster psychological safety for learners.
• Provide front desk customer service at CIME.
• Maintain an organized and welcoming reception area.
• Manage phone calls, emails, and correspondence efficiently.
• Direct individuals and address queries following AKU guidelines.
• Receive and sort mail and deliveries.
• Maintain filing systems for records and equipment.
• Schedule venues for meetings and workshops.
• Coordinate ground transportation for campus faculty and staff.
• Arrange travel itineraries for visitors, faculty, and staff.
• Maintain bulletin boards with current information.
• Provide periodic reports as required.
• Collaborate with the  technical team to ensure equipment functionality.
• Support setup, breakdown, and clearing of spaces and equipment.
• Assist in preparing materials for simulation sessions.
• Participate in simulation scenarios and educational programs.
• Complete other duties as assigned by supervisor.

Qualifications

• Higher Diploma in Social sciences.
• A bachelor’s degree in social sciences or relevant field would be an added advantage.
• Minimum of 2 years’ experience in a similar position at an educational or healthcare facility
• Experience scheduling appointments, events booking calendar management.
• Travel function related experience.
• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel)
• Experience in the healthcare industry.
• Excellent written and verbal communication skills
• Excellent time management and prioritization skills
• Able to deal with conflict and de-escalate situations.
• Attention to detail, focused on providing a high-quality experience to visitors and learners.
• A team player who supports other team members
• Invested in continuous improvement of self, others and the Centre.
• Able to reflect and show change in behaviour based on reflection and feedback.
• Excellent self-presentation and ability to multitask.