Senior Administrative Assistant II, Office of Medical Services (50006422)
Reports to: Head of Medical Services
Purpose: The position holder provides administrative support and executive assistance to the medical services director with professional standards, playing an essential role in keeping the work flow running smoothly and acting on behalf of the director upon request.
Provides high quality administrative assistance to the director in managing the administrative affairs of the department, including but not limited to, organizing internal work system
Acts as the first point of contact for the director
Manages the daily agenda and activities of the medical services director including coordination and scheduling of meetings, preparation of word processing documents, spreadsheets and keeping record of his meetings and appointments
Acts on behalf of and representing the director, upon his request, while he is away from the office and in different meetings and committees such as food and events committees
Analyzes departmental problems, reporting them to the director and solving them
Receives and tracking complaints till customer satisfaction is reached
Handles department and the director’s correspondence (e-mail, memos or external letters)
Extracts any required reports including graphs and comparisons with previous ones
Manages the day-to-day operations of the department
Prepares different documents, protocols and policies
Keeps record of Incident reports, work injuries, emergency fund cases and tracking their procedures as well as cases of the disabled students in coordination with the counseling office
Collects any needed medical reports
Responsible for arrangements and logistics related to covering on campus events suc as commencements, external customer events and large community events
Preparation of department presentations for different orientations, awareness sessions and First aid sessions provided to the AUC Community.
Handling materials for publications including formation and updating the medical services brochure (collecting data, wording construction, adding new style and following up publishing)
Updates the medical website including posting of health awareness articles, medical department announcements and suggests new ideas
Act as a liaison between the medical department and other departments
Responsible for taking minutes at department meetings
Provide back-up administrative support for other administrative staff as required.
Meets clinic visitors, answering patients’ queries, communicating the department policies and regulations to them, as well as information about external medical insurance (Vanbreda, Medicare) running work in a smooth and organized way
Coordinates work between other administrative staff members, work plans, annual leaves plans, etc.
Holds meetings with administrative staff to solve work related problems, arrange tasks, regulating the work flow and reporting the outcomes to the director
Provides orientation for new clinic staff
Administers the logistics of department events, general lectures and workshops, health awareness campaigns and blood drives as well as preparing flyers, posts and translating workshops materials from English into Arabic and vice versa
Administers the clinic appointment system
Follows up with the pharmacy any reported missing medications.
Follows up department needs for maintenance, connections and stationery
Communicates all necessary information among the department staff members.
Maintains hard copy and electronic filing system
Supervises the golf car schedule and rides
Minimum education requirement: Bachelor’s degree
Experience: Eight years of experience in the administrative field
Excellent command of English and Arabic, written and spoken
Excellent interpersonal, communication and administration skills
Excellent time management skills and ability to multi-task and prioritize work
Strong attention to detail and problem-solving skills
Strong organizational and planning skills
Ability to work independently and as part of a team
Proficiency in translation from English to Arabic and vice versa
Proficiency in MS Office
Position is open until August 21, 2016
Placement is based on the candidate’s experience and skills. Only candidates who make it to the short list will be contacted. If interested, please send an updated and detailed resume to [email protected], stating “50006422 Senior Administrative Assistant II, AUC Office of Medical Services” in the subject line.
We thank all individuals who have expressed interest in working at the American University in Cairo.