Administrative Assistant to COSECSA Program Director at St. Lukes Orthopaedics & Trauma Hospital

Job purpose

The overall purpose of this job is to provide administrative support for the College of Surgeons of East, Central and Southern Africa (COSECSA) Program in the hospital.

Key duties and responsibilities

• Manage all academic programs, including program reviews, annual reports, accreditation, and curriculum issues.
• Manage course and curriculum changes, developments, and approval process;
• Develop and issue the Academic Calendar for approval and distribution.
• Manage student academic issues such as grade changes, appeals, and registration (drop/add), student conduct, examinations, faculty instruction quality, and other academic actions related to student achievement and success.
• Organize and facilitate meetings and special events such as classes and faculty meetings; schedule and coordinate dates and times, venues, attendance, agendas, and take minutes, and provide administrative support and follow-up on matters arising from meetings.
• Communicate effectively with students, faculty, staff, and visitors.
• Work closely with the Program Director to create class schedules.
• Schedule meetings, prepare meeting minutes, disseminate correspondences, and maintain a database of all past minutes.
• Order and maintain supplies for the office of the Program Director.
• Keep copies of all faculty appointment letters, workload documents and contracts, enrollment and programs.
• Maintain a current database of all course syllabi each semester.
• Any other duties that may be assigned from time to time.

Qualifications 

• Minimum of 2 years prior related experience
• Knowledge of planning and scheduling techniques.
• Records maintenance and database management skills.
• Must be proficient in Microsoft Office, including Word, PowerPoint, and Excel applications.
• Proficient problem-solving skills are required.
• Ability to communicate effectively both orally and in writing; ability to make presentations and speak in front of groups preferred.
• Strong interpersonal and public communication skills.

Working Conditions and Physical Effort

• No or minimal physical effort is required.
• No or very limited exposure to physical risk.
• Work is generally performed in a typical interior/office work environment.