Administrative Assistant – Institute of Global Health

Job Title: Administrative Assistant

Reports to: Director of Institute of Global Health

Group/Department: Institute of Global Health, UGHE

Location: Butaro, Rwanda

Position Overview 

The Administrative Assistant will provide administrative and research support to the Institute of Global Health. S/he will provide administrative support, including meeting scheduling, academic policy development, and other administrative duties. S/he will also be involved in projects pertaining to programs within IGH. This position is a fantastic opportunity for the Administrative Assistant to develop his/her research skills.

The ideal candidate for this position is someone who is highly self-motivated and passionate about higher education and global health with superior attention to detail and organizational skills. The Administrative Assistant will have experience with a wide range of academic and administrative tasks, have the ability to work independently as well as part of a team, and have mastered effective communication. The Administrative Assistant will interact with staff at all levels and across offices, as well as important external constituents. S/he must be exceedingly well organized, diplomatic, flexible, resourceful, and proactive. The Administrative Assistant must exhibit great discretion, handle confidential matters with the utmost care, and possess a high level of sophistication in managing complex issues.

 Responsibilities 

Administrative 

• Provides general administrative support to the teams (i.e. data collection and entry, basic data analysis, background research, etc.)
• Supports the IGH team with day-to-day operation
• Schedules and coordinates meetings for the IGH, including communicating the agenda and taking minutes during these meetings
• Manages the team calendar and meeting scheduling
• Supports the team’s external relations, including the organization of visitors’ itineraries as needed
• Serves as a key point of contact for faculty logistics, including flight booking and transportation

Academic Planning & Development 

• Provides support in academic scheduling
• Provides support in academic quality assurance activities (i.e. administrative support, data collection, data analysis)

Research 

• Support IGH research in partnership with UGHE faculty and staff
• Support with data collection and conducting qualitative and/or quantitative analyses, including data management;
• Support in writing project deliverables, such as protocols, reports, and publications;
• Conduct literature searches and reviews and support with ethics review submissions;
• Support resource mobilization for IGH programming, including preparing grant applications to external funding sources, coordinating reporting to external funders, and managing financial approvals and other financial processes.

Qualifications

• Bachelor’s degree in education, health, social science, business, humanities, or in another relevant field; Master’s degree preferred.
• Work experience in administrative, executive assistant, and/or personal assistant role(s) in an educational setting
• Fluency in Microsoft Word, Excel, PowerPoint, and Google Drive
• 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 preferred
• Experience in multicultural working environment 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