Aga Khan University Hospitals in Karachi, Pakistan and Nairobi, Kenya are private, not-for-profit institutions providing high quality health care. The Main Hospitals serve as the principal sites for clinical training for the University's Medical Colleges and Schools of Nursing and Midwifery in Pakistan and East Africa.
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Senior Administrative Assistant, Department of Surgery
The Department of Surgery is seeking a Senior Administrative Assistant to provide efficient administrative support services to the Chair, Vice-Chair, Program Director and Faculty and manage the entire Department of Surgery by assisting in general administrative activities as and when required. The role involves overseeing study protocols, managing research studies, ensuring participant safety, and maintaining accurate documentation as well as supporting the Principal Investigator in achieving research goals and milestones.
Responsibilities
Provide effective and high-quality executive administrative support to ensure an efficient and effective run of the department’s operation by demonstrating initiative in planning and organizing.
In liaison with the Human Resource Department, for recruitment and onboarding of new staff, annual/conference leave and training of faculty and staff.
Assist in scheduling and coordinating departmental meetings, coordinating the use of shared meeting spaces/boardrooms, as well as facilitating travel and accommodation logistics.
Compose and type regular correspondence, like invitations and informative material.
Develop and maintain a filing system
Supervise and monitor inventory of office and project equipment.
Support procurement requirements for the department.
Follow up with all approved requisitions and ensure timely delivery of expected deliveries.
Maintain office petty cash and facilitate any necessary requisition and documentation according to AKU petty cash policy.
Develop and maintain an efficient system for receiving, processing, filling and retrieving department documents and minutes for meetings.
Manage appointment calendars including scheduling and coordinating meetings and appointments for the Chair and Vice Chair.
Write minutes, briefing notes, and summaries for review such as Department Quality Improvement Patient Safety DQIPS meeting.
Organize for workshops, training sessions and provide supportive role during the sessions.
Provide clinical support by coordinating with the medical records transcription office to ensure that all medical reports are written by both the faculty and residents.
Coordinate appraisals for the doctors with admitting privileges – both faculty and private.
Requirements
Bachelor’s degree in Business or Office Management/ Diploma in equivalent or Secretarial Studies.
At least 2 years’ experience of directly related experience in administrative work.
Proficient in the use of email, internet browsers, calendar and spreadsheet applications.
Demonstrated organizational, time management and interpersonal skills.
Excellent attention to detail, including accuracy of data.
Ability to produce high quality work with limited supervision
Ability to maintain strict confidentiality.
Demonstrated strong prioritization and time management skills.
Ability to work flexible/ long hours when required.
Well groomed, courteous and respectful.
Exceptional interpersonal and communication skills both written and verbal communication.
Ability to independently prioritize work, critical thinking and problem-solving skills.
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