Assistant - Medical Education Office

JOB SUMMARY

The Assistant – Medical Education Office provides general administrative support to the Chair of Medical Education and Directors of Medical Education Office and department staff, as appropriate. The incumbent implements administrative systems, policies and procedures outlined by the department of medical education and provides clerical support on daily activities of the department. He/s he assists the Chair of the Department and Directors in the department in scheduling appointments and screens calls; Assists in communicating and sharing information with the internal and external stakeholders in the department and responds to enquiries related to the functions and activities of medical education department.

KEY ROLE ACCOUNTABILITIES

• Performs general administrative and office functions including calendar management, electronic records management, faxing, reception, maintains office systems to maximize efficiency

• Answers and screens incoming inquiries to Medical Education Dept. and responds to public enquiries appropriately and respectfully.

• Assists in typing report and proposal preparation including basic formatting and proofreading.

• Attends meetings and documents minutes efficiently and keeps updated records of minutes and follow up response from committee members

• Maintains an efficient and effective information and documents management system

• Provides administrative support to the Chair, Directors and Managers and other department team members as needed

• Provides diary management, meeting coordination, and record keeping support for the department.

• Maintains updated records of residents and fellows files in a confidential manner and ensures compliance with ACGMEI, and JCI accreditation standards.

• Capable of learning new skills and works on electronic management systems to maintain files and records for residents and fellows.

• Demonstrates professionalism at all times when interacting with internal and external stakeholders including program directors, residents, fellows, medical students and department team members.

• Organizes the office environment to maximize efficiency

• Organizes travel arrangements and itineraries for staff and visiting guests

• Ensures that confidentiality is maintained in all transactions and correspondences with internal and external stakeholders and physicians.

• Adheres to Sidra’s standards as they appear in the Code of Conduct and Conflict of Interest policies

• Adheres to and promotes Sidra’s Values

QUALIFICATIONS, EXPERIENCE AND SKILLS – SELECTION CRITERIA

ESSENTIAL

PREFERRED

Education

High School Degree

Higher Diploma or Bachelor’s Degree in science, business, humanities or English literature

Experience

2+ years’ experience in a relevant role

5+ years experience in an academic or healthcare institution

Certification and Licensure

Professional Membership

Job Specific Skills and Abilities

• Multi-Tasking and Time Management

• Team Work and Collaboration

• Communication with public professionally

• Capable of working under stressful work environment

• Ability to adapt to a dynamic work environment

• Capable of adapting accreditation standards into processes and procedures as needed

• Ability to work in a diverse multi-cultural work environment

• Understanding of accreditation standards.

• Excellent communications skills

• Attention to detail while preserving high levels of output

• Demonstrated electronic documentation, archiving and organization skills

• Proven ability to maintain confidentiality of records and internal communication at all times

• Proficiency with Microsoft Office suite

• Fluency in written and spoken English