Administrative Assistant Fixed Term Contract, CIME-EA

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.