Administrative Assistant for Medical Education and Quality Assurance Unit  

The Administrative Assistant VI provides frontline, logistical, administrative, and
operational support to the day-to-day operations of the Medical Education and
Quality Assurance Unit (MEQAU).

I. Frontline and Secretarial Support

• Attends to inquiries and requests from stakeholders and visitors of the MEQAU from various communication channels (e.g., face to face, online, phone, office email) and coordinates the flow of information internally and with other offices concerned
• Receives, records and drafts correspondences and communication materials and carries out appropriate actions while observing appropriate confidentiality and discretion
• Oversees the work calendar and appointments of the MEQAU Chair and the committee by coordinating meetings, activities and event schedules
• Attends and takes minutes of meetings and/or proceedings and submits a summary of the report to the MEQAU Chair and to relevant stakeholders
• Informs the MEQAU Chair of any administrative concerns and refers critical incidents that need attention

II. Resource Management Support

• Serves as the main custodian of files, documents, supplies, fixtures and equipment of the MEQAU
• Assists in monitoring finances of the MEQAU ensuring that financial requests are correct and within budgetary limit
• Processes and coordinates financial transactions, payments, and purchase requisitions of MEQAU, obtaining necessary approvals and documents

III. Committee Support

• Assists in the module evaluation process by using Canvas or other applicable platforms
• Assists in the faculty evaluation process and the collation of faculty stakeholder surveys via Canvas
• Coordinates and corresponds with other University offices and external accreditors for quality assurance concerns (i.e. data gathering, submission of reports, etc.)

IV. Coordination and Logistical Support

• Provides logistical support for school-wide MEQAU-led quality assurance initiatives and events ensuring smooth implementation and coordination with internal units and external partners
  • Checks attendance and coordinates venue reservations, catering arrangements, preparation of materials and setup of necessary equipment and supplies

Education and Experience Qualifications/Requirements:

• With a Bachelor’s Degree
• With at least two (2) years of relevant work experience
• With experience working in an academic setting, quality assurance, and hospital setting, an advantage