Administrative Assistant – Office of the Dean

Job Title: Administrative Assistant in the Office of the Dean of School of Medicine

Reports to: Dean, School of Medicine

Group/Department: School of Medicine

Location: Butaro and Kigali, Rwanda

Position Overview

The Administrative Assistant in the office of the Dean of School of Medicine at the University of Global Health Equity is responsible for providing high-level administrative support to the Dean and ensuring the office’s smooth functioning. The primary duties and responsibilities include:

The ideal candidate for this position is self-motivated and passionate about higher education, global health, and medical education, with superior attention to detail and organizational skills. The Administrative Assistant should have previous experience in a wide range of academic and administrative tasks, the ability to work independently, be part of a team, and effective communication. They will work closely with faculty, staff, and students at all levels and across departments at UGHE, and 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

• Managing the Dean’s schedule: Scheduling and coordinating meetings, appointments, and travel arrangements. Maintaining and updating the Dean’s calendar.
• Correspondence and communication: Drafting and editing correspondence, memos, and reports on behalf of the Dean. Responding to emails and other inquiries in a timely manner.
• Office administration: Organizing and maintaining files and records. Ordering office supplies, equipment, and processing invoices.
• Meeting coordination: Planning and organizing meetings, conferences, and events. Preparing agendas, taking minutes, and distributing meeting materials. Coordinating logistics such as venue bookings and catering.
• Liaison with internal and external stakeholders: Serving as a point of contact for faculty, staff, students, and external partners. Building and maintaining positive relationships with key stakeholders.
• Project support: Assisting the Dean in managing special projects and initiatives.
• Confidentiality and discretion: Handling sensitive and confidential information with utmost professionalism and discretion.
• Administrative support: Providing general administrative support to the Dean, Centers, and Units under the office of the Dean, and other staff as needed. This may include tasks such as filing, photocopying, and data entry.
• Other duties: Undertaking additional responsibilities and tasks as assigned by the Dean or other senior staff/faculty in the Dean’s Office.

Qualifications:

• Bachelor’s degree in a relevant field.
• Proven experience in administrative support roles, preferably in an academic setting.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills in English and Kinyarwanda required; French language skills desired
• Fluency in Microsoft Word, Excel, PowerPoint, and Google softwares (Google Drive, Google sheets, Google forms)
• Ability to multitask and prioritize workload effectively.
• Attention to detail and accuracy.
• Experience in multicultural working environments required; experience living and working in Sub Saharan Africa preferred
• Ability to maintain confidentiality and handle sensitive information.
• Passion for global health and social justice
• Strong interpersonal skills and ability to work collaboratively in a team environment.
• Flexibility and adaptability to changing priorities and deadlines.

To Apply

Applicants should provide: (1) a resume, (2) a cover letter, (3) names and contact information of three professional references who can attest to work experience, and (4) copies of all degrees earned. Please upload your cover letter and copies of degrees as a single PDF file under “Additional Files” on the application page Here. No later than 26th December 2024

University of Global Health Equity is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Organization profile

The University of Global Health Equity (UGHE) is on a mission to radically change the way health care is delivered around the world. UGHE is a new university based in Rwanda that is growing the next generation of global health professionals—doctors, nurses, researchers, and public health and policy experts—into leaders and change makers who strive to deliver more equitable, quality health services for all. The University launched in Rwanda in September 2015 with the Master of Science in Global Health Delivery (MGHD (Masters in Global Health Delivery)). Through an academic experience uniquely rooted in the values of equity, students are empowered to both ease suffering at the bedside and drive transformational, systemic changes to the health system. UGHE is an initiative of Partners In Health (PIH), an internationally recognized non-profit organization whose mission is to provide a preferential option for the poor in health care.

In over nearly three decades of operating alongside public sectors in countries around the world, PIH has developed a model to deliver high quality healthcare to some of the world’s most marginalized communities. Nowhere has this impact been more profound than in Rwanda, where Inshuti Mu Buzima—PIH’s sister organization—and our government partners have driven innovation for a decade.

Members of the UGHE community are tenacious and resolute in our drive to attain social justice, make common cause with those in need, listen to and learn from others, and operate with honesty and humility as we uphold academic integrity and intellectual curiosity. The UGHE team seeks individuals committed to these values to join the team. Partners In Health is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Commitment to Safeguarding and Prevention of Sexual Exploitation, Abuse and Sexual Harassment:

At UGHE, we are committed to ensuring that those who benefit from our work- including community members – as well as our students, contractors, staff, and visitors to our campus are treated with dignity and respect and protected from sexual exploitation, abuse and harassment and any form of systemic abuse, whilst reducing risk and vulnerabilities. A range of pre-employment checks will be undertaken in conformity with UGHE’s policy.

UGHE will request information from applicants’ previous employers about any findings of fraud, harassment, sexual harassment and any form of systemic abuse or incidents under investigation when the applicant left employment. By applying, the job applicant confirms their understanding of these recruitment procedures.