Position Summary
The administrative Assistant will serve as the frontline representative of the Centre, managing reception duties while also contributing to technical and educational and administrative tasks as required in-order to allow the Centre to carry out its mission of facilitating high quality learning through innovation in medical education.
Key Responsibilities
- Greet and assist visitors, students, faculty, and staff in a professional and courteous manner.
- Create psychological safety for learners
- Provide front desk customer service to visitors and users of CIME
- Maintain an organized and welcoming reception area.
- Manage phone calls, emails, and correspondence promptly and efficiently.
- Direct persons to correct destination. Deal with queries from the public and customers in line with the AKU’s communication guidelines.
- Receive and sort mail and deliveries.
- Maintain a filing system of records, equipment and activities, and retrieve information as and when required
- Schedule venues for meetings and workshops. Prepare documents and materials for attendees.
- Coordinate ground transportation for the faculty and staff
- Coordinate and arrange travel for visitors, faculty and staff. Create travel itineraries which include air tickets, accommodation and ground transportation.
- Maintain the bulletin board to ensure update of current information
- Publish relevant articles to social media accounts
- Provide periodic reports as and when required.
- Collaborate with the technical team to ensure equipment functionality and readiness.
- Support the technical team in setting up, breakdown and clearing away spaces and equipment
- Collaborate with educators to prepare materials and resources for simulation sessions.
- Participate in simulation scenarios and assist in coordination of educational programs and workshops
- Complete any other related duties assigned by supervisor.
Relevant Experience and Qualifications
- Diploma or Higher Diploma in Social Sciences or Business Administration or a relevant field.
- A bachelor’s degree in social sciences or a relevant field would be an added advantage.
- KCSE with a minimum grade B or equivalent.
- Minimum of 2 years’ experience in a similar position at an educational or healthcare facility.
- Experience scheduling appointments, events, and calendar management.
- Travel function-related experience.
- Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel).
- Excellent written and verbal communication skills.
- Excellent time management and prioritization skills.
- Able to deal with conflict and de-escalate situations.
- Attention to detail, focused on providing a high-quality experience to visitors and learners.
- A team player who supports other team members.
- Invested in continuous improvement of self, others and the Centre.
- Excellent self-presentation.
- Ability to multitask.