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Administrative Assistant, Office of Global Health Schulich School of Medicine, University of Westerm Ontario

London, Ontario
Deadline July 30, 2010

The Office of Global Health concentrates on International Health ) Marginalized Communities, Ecohealth (Ethics, PreDeparture training, Lecture Series and 4th year medical course. See http://www.schulich.uwo.ca/globalhealth

The person we are seeking should be highly responsible, enthusiastic, with good people skills as (s)he needs to liaise with international partners, medical students, advisory committees and individuals within the faculty and university.

The candidate will have to manage the minutiae of Minute taking, fixing up Power Points, resumes, webpages, writing letters to partners, managing financials and travel, but there is a lot of scope for creativity, designing grant proposal writing, development of vision statements,management of conferences, creation of presentations. assistance in teaching, writing and research. As I am in the Office my self only about three half days a week, the Assistant must be able to work quite independently; I provide direction with a couple of phone calls a day, but the current assistant takes things from there, sometimes learning new software, and advancing Web and presentation skills, She did, and is continuing to do several presentations for the Office and may do some research with us even after returning to Africa. Skills valued include efficiency, reliability, good communication. While the position is listed as a contract for a year there is an excellent chance for indefinite renewal. The Position would begin September 1st and would be between 25 and 35 hours per week.

Major Duties 90%

Administrative Duties:

For the Director of Global Health (DGH):

  • Providing management advice to the Global health Director Assisting the Director with oversight and monitoring of all Global Health Office activities
  • Carrying divisional projects forward with minimal direction, while at the same time maintaining a solid communications network with the Director and the Global Health Office Committees and Partners
  • Maintain GroupWise schedule for DGH, updating it for daily and yearly activities (including religious holidays, etc.)
  • Responsible for acting as the intermediary between the Global Health Director and the students/clients of SSMD
  • Responsible for the development of administrative forms (pre-departure training guidelines, risk management forms etc.)
  • Responsible for identifying importance of appointments and booking them independently
  • Responsible to bring forward all material that is pertinent to next day’s schedule, including agendas, minutes of meetings, follow-up, travel documents and other data for DGH
  • Responsible for travel arrangements, booking accommodations, preparing data for all trips as required and recording them on schedule (departure, arrival time, flight number, hotel confirmation number, registering with embassies etc.)
  • Complete registration for meetings and conferences for DGH
  • Conference organization, planning and participation
  • Coordination and facilitation of educational workshops and conferences
  • Assist with preparation of PowerPoint presentations and papers for lectures and conferences
  • Printing, photocopying, faxing, and posting of documents
  • Preparing departmental reports and summary of activities (Year end reports, Office summaries etc.)
  • Organize special social functions as required
  • Respond to inquiries and phone calls from both internal and external sources
  • Provide administrative support to the DGH
  • Review and prioritize all mail for the DGH and respond to mail as required, e.g. letters of appreciation, congratulations, complaints and questionnaires, reference letter
  • Complete travel expense claim forms for DGH – ensuring accuracy and follow up to ensure payment is received
  • Maintain an effective filing system both hard copy and electronic
  • Responsible for verifying expenses
  • Scheduling and organizing committee meetings such as the Global Health (GH) Office Advisory Committee and GH International Partnerships Committee; preparation of Agendas and Meeting Minutes for these committees
  • Assisting students with international elective preparation, pre-departure training and travel organization
  • Liaison with a variety of organizations and overseas partners; and provide students with trip report information.
  • Management of the Medical Electives Overseas Program (interacting and communicating with students, providing pre-departure training and post-elective debriefing, conversing with donors, managing all paperwork and forms).
  • Extensive collaboration, communication and interaction with Global Health Office partners (faculty, international committees, students, NGOs, CSOs, etc)

Technological Assistance:

  • Maintaining, organizing and updating of the Office of Global Health webpage i.e. linking to other websites, uploading information/documents, etc…)
  • Development of interactive web-based tools (Flicker, Facebook Page; Online Applications)
  • Assistance with audiovisual setup and organization for lectures, workshops and presentations.

Research

  • Assisting Director with Research (proposals, literature reviews, methodologies etc)
  • Writing research reports and documents

Other Duties (less than 10%)

Budget:

  • Manage the Office of Global Health budget, which includes monitoring, printing/compiling monthly GL reports and entering journal entries.
  • Manage the Medical Electives Overseas Program budget which includes monitoring, printing/compiling monthly GL reports and entering journal entries.

5) What Are The Minimum Skills, Education, Special Training And/Or Experience Required To Perform Successfully The Duties Of This Position?

Education:

  • University degree or college diploma with relevant experience.
  • Post degree Grad degree/diploma experience in related field is an asset.

Experience:

  • Experience working in an academic setting
  • Minimum of 1 year financial and administrative experience, preferably in university or hospital environment
  • Knowledge of external and internal grants with a background in research
  • Experience in international relations, health/ medicine or international development is highly beneficial
  • Experience on understanding of development issues, cross cultural/international experiences, working with marginalized communities, language skills an asset

Required expertise:

  • Strong verbal and written communication skills
  • Exceptional interpersonal skills including the ability to maintain composure when dealing with difficult situations
  • Strong computer and proof-reading skills using Microsoft Office (Word, Excel, PowerPoint, Web Design (Web Editor, Dreamweaver), GroupWise, Outlook, Internet, Explorer, Photoshop, Adobe Creative Suite, etc.) as well as internet search engine experience and an aptitude to learn special in-house procedures and computer applications
  • Experience and training with web-based communication and teleconferencing tools (i.e. WIMBA, Skype)
  • Strong organizational skills, ability to prioritize and multi-task adapting quickly to changing goals, tight deadlines, and fluctuating workloads
  • Ability to carry out assignments with a high level of professionalism and competency
  • Demonstrated planning, independent decision and problem solving skills; ability to organize own work effectively and meet deadlines
  • Strong organizational skills; time management skills; and interpersonal skills with faculty, staff and students (tact, empathy, ability to support and help others)
  • Open-minded, understanding and welcoming of diversity; flexible and open to change; professional demeanor; and positive attitude
  • Ability to work independently and as part of a team
  • Ability to maintain detailed records ensuring accuracy while dealing with frequent interruptions
  • Display initiative and judgement when dealing with staff and members of the public using absolute discretion and tact
  • Maintain confidentiality in all matters relating
  • Knowledge of the PeopleSoft Financial system an asset, incl. Jrnl Entry, GL Accts, Online Travel Expense Reports
  • Knowledge of UWO policies and procedures an asset
  • Flexibility with hours of work as there are occasional early and evening meetings
  • Knowledge of research and grant proposal writing
  • Data management skills
  • Transcultural skills and ability to deal with students
  • Grant applications for research and office support
  • Some research administrative support i.e. reference lookup and organization/editing of articles
  • Supportive role with respect to the Ecohealth Global Health first, second year courses, as well as the fourth year elective i.e. organizing groups, evaluations, preparing readings weblinks etc.
  • Ability to perform well under stressful situations

6) Please Describe The Nature And Frequency Of The Supervision You Receive.

  • Individual must be a self-starter as the supervisor is not always in the office. Likely meetings with the incumbent will take place a couple times a week.
  • Communication through email will be key.

7) What Types Of Problems Or Inquiries Are You Expected To Deal With On Your Own?

  • Office equipment malfunction
  • Supplies ordering
  • Phone or mail enquiries
  • Conflicts with room bookings and scheduling
  • Responding to student inquires

8) What Types Of Problems Or Inquiries Must Be Referred To Another Source For Solution?

  • Discrepancies with expenditures, expense claims, and other accounting errors for the OSD
  • Appointments with DGH references, information on elective, pre-departure training

9) What Activities Do You Plan Or Organize? Please Indicate The Length Of Time Involved (e.g. daily planning of assigned work, monthly ...)

  • Prioritize workload based on competing deadlines in consultation with the DGH
  • Maintain various contact lists
  • Itineraries for visitors/speakers as directed

Please contact Neil Arya at neil.arya@schulich.uwo.ca or Melissa Whaling at melissa.whaling@schulich.uwo.ca with your CV and cover letter before July 30th if interested!