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.