Administrative Assistant | Medical Education and Quality Assurance Unit (MEQAU)  

Main Duties and Responsibilities:
I. Provides frontline and Logistical Support to the MEQAU committee

• Assists MEQAU Chair in overseeing and monitoring the implementation of quality assurance activities such as but not limited to the following; evaluation of modules, evaluation of faculty stakeholder surveys, internal quality assessment, external accreditation, and other quality assurance initiatives
• Facilitates the process of module and faculty evaluations by the students across all year levels and collates and organizes all evaluation data for review and analysis by the MEQAU using existing evaluation tools and platforms used (i.s. Google Forms, Canvas, etc)
• Facilitates the process of module evaluation in Canvas or other platforms applicable by the assigned students
• Facilitates the process of faculty evaluation in Canvas
• Recommends improvements in the module and faculty evaluation process as needed
• Ensures that the evaluations are accomplished promptly by the assigned students by coordinating with the year-level administrative assistants and module coordinators.
• Coordinates and corresponds with the OAD, OD, OSA, and other respective offices for quality assurance concerns (i.e. data gathering, submission of reports, etc.) and external accreditors and institutions
• Provides secretarial and clerical support to the MEQAU head and its members
• Oversees the work schedules and appointments of the MEQAU
• Coordinates appointments and meeting schedules of MEQAU with school administrators, YLC/AYLC/faculty, students and other stakeholders (internal and external)
• Drafts memos, correspondence and other communication materials
• Serves as receptionist, attending to the various stakeholders of MEQAU
• Attends to queries and requests, and coordinates the flow of information internally and with other department/organizations concerned
• Organizes and monitors the MEQAU files, supplies, fixtures, and equipment
• Receives, files, and safekeeps MEQAU records, mails, facsimile messages, and other communication materials, and ensures ease of retrieval
• Monitors, purchases, and maintains sufficient stock of supplies
• Assists in overseeing the physical upkeep of the office, ensuring that supplies, fixtures, and equipment are properly stored and in good condition
• Assists in the preparation and conduct of MEQAU administrative activities (e.g. meetings, preparation for accreditation, evaluation of modules and faculty )
• Coordinates attendance and logistical requirements (e.g., venues, food, resources)
• Documents and takes minutes of meetings and/or proceedings of the Year Level
• Informs the head of MEQAU of any administrative concerns and refers critical incidents that need attention
• Provides logistical and administrative support for school-wide quality assurance activities

II. Financial Management Support

• Assists in monitoring finances of the MEQAU ensuring that financial requests are correct and within budgetary limit
• Keeps track of financial records and expense accounts of MEQAU
• Prepares summary of expenditures
• Processes and coordinates financial transactions, payments, and purchase requisitions of MEQAU, obtaining necessary approvals and documents
• Follows up with the Central Accounting Office payments made, coordinates its status, and when necessary, arranges for bank deposits
• Prepares reference materials for the yearly budget requests of the MEQAU
• Performs other duties as may be required from the position

Knowledge, Skills, and Abilities:

• Administrative and Logistical Support Skills — Knowledge of office procedures and systems; and the ability to draft memos, office budget, and expenses
• Coordination Skills — Ability to proactively coordinate, mediate, and manage actions in relation to others
• Communication Skills — Ability to communicate tactfully and sensitively with all types of personalities and predispositions, utilizing different media directed at different audiences/stakeholders
• Service Orientation —Ability to relate with “customer” well - pleasing, warm, patient and respectful in dealing with people; actively looking for ways to help people
• Organization and Prioritization of Work — Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; keen to details
• Documentation and Records Management Skills — Ability to manage files and records, take minutes and documentation, and keep matters confidential
• Judgment and Decision Making — Ability to consider the consequences of potential actions to choose the most appropriate one, using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems
• Technological Savvy — Ability to utilize information technology and computer and internet systems to accomplish tasks; proficient in MS Office Application

Education and Experience Requirements:

• Bachelor’s degree
• At least 3 years of relevant work experience; preferably with administrative or secretarial work experience
• Experience working in an academic, an advantage