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20 Apr 2023

Administrative Assistant, Division Of Clinical Medicine at University of Global Health Equity (UGHE)

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Job Description

Job Title: Administrative Assistant: Division of Clinical Medicine

Reports to: Chair, Division of Clinical Medicine

Group/Department: School of Medicine, Division of Clinical Medicine

Location: Butaro, Rwanda  with occasional posting in Kigali and at the other clinical sites

Position Overview

The Research and Academic Assistant will provide administrative and academic support to the School of Medicine, specifically the Division of Clinical Medicine.

They will provide high level support to the Division of Clinical Medicine and the different clinical departments including academic tasks such as scheduling, course/faculty evaluation and e-learning support, and other administrative duties. They will also be involved in research projects relevant to the Division of Clinical Medicine.

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


Academic and administrative

  • Provide general academic and administrative support to faculty at the School of Medicine. This can include course scheduling, managing grades records, compiling and recording academic syllabi, tracking student progress and coordinating exams.
  • Oversee essential e-learning platforms such as Canvas, Populi, Scholar Rx, Osmosis, Turnitin, Elantra and any other online platform, and provide technical support to faculty and students in the School of Medicine using these resources.
  • Aid in the coordination of faculty/course evaluations and reports aimed at academic policy and curriculum development within the EDQC.
  • Serve as a key point of contact for anything related to academic program delivery in the Division of Clinical Medicine. This includes participating in orientation and debriefing call for Visiting faculty
  • Work collaboratively alongside other academic assistants, staff and faculty in other Divisions and Departments of the School of Medicine


  • Provide general research support to various Division of Clinical Medicine, Schools of Medicine and EDQC research projects and studies (i.e. data collection and entry, data analysis, background research, writing protocols/reports/publications etc.)

General support and resource mobilization

  • Coordinate all Division logistics such as booking transportation, accommodation and meals for visiting and local faculty, procurement of necessary resources and general clerkship, course and event logistics. Support resource mobilization for the Division of Clinical Medicine and the School of Medicine including preparing grant applications to external funding sources, coordinating reporting to external funders, and managing financial approval and other financial processes.
  • Any additional tasks as directed by the Supervisor

Qualifications and competencies 

  • Bachelor’s degree in education, health, social science, business, humanities, or in another relevant field; Master’s degree preferred
  • Academic or professional experience in research writing and data collection
  • Work experience in administrative, executive assistant, and/or personal assistant role(s) in an educational or relevant setting
  • Fluency in Microsoft Word, Excel, PowerPoint, and Google softwares (Google Drive, Google sheets, Google forms)
  • Ability to manage and prioritize projects with high attention to detail
  • Ability to work under pressure, meet tight deadlines, and manage competing priorities
  • Health sciences and/or global health content knowledge preferred
  • Experience working in a higher education environment is preferred
  • Experience in multicultural working environments required; experience living and working in Sub Saharan Africa preferred
  • Excellent written and oral communication skills in English and Kinyarwanda required; French language skills desired

How 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.  

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). 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 submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Method of Application

Submit your CV and Application on Company Website : Click Here

Closing Date : 30th April, 2023.

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