Job Responsibilities: Acts as a source of information for students, faculty, staff, and external stakeholders, answering program- related queries, assisting students in completing residency applications, forms, etc., and coordinating with student advisers. Compiles and maintains a list of students and advisers, assist with scheduling meetings, and maintains all learning records. Assists in organizing career events, guest lectures, seminars, etc., by collating details of participants and visitors, assists in creating program newsletters/posters and handouts, and arranges logistics and catering for events. Liaises for the weekly course schedules and other clerkship information required by faculty members. Provides cross-coverage within the Division and assists with proctoring exams as required. Maintains electronic calendars of faculty members, schedules appointments, arranges meeting logistics, room reservation, remote meeting setup, itinerary, materials, and records, transcribes and distributes meeting notes as required. Reconciles and provides word-processing, spreadsheet, and presentation services, including preparing newsletters, correspondence from hand or type-written notes, and editing and formatting documents. Prepares, formats, edits, proofreads coursework, syllabi, handouts, presentations, etc., and scans and uploads/posts the same on the learning management system. Initiates and tracks purchase requisitions for inventory and supplies required by the faculty members and students. Assists the faculty members in submitting travel and other reimbursement claim forms and tracking to ensure they are processed as per established guidelines. Maintains the faculty area workroom, ensuring appropriate equipment, stationery supplies, and materials are available and in working condition. Receives and distributes correspondence and coordinates with the mailroom for courier services as required. Maintains the inventory of white coats for faculty members and coordinates the laundering as required. Performs other duties as assigned. Experience: Bachelor’s Degree in any discipline (preferably administrative sciences) with 4-5 years of administrative experience. Prior experience in higher education, healthcare, or research setup is an added advantage. Knowledge, Skills and Abilities: Customer-focused with strong verbal and written communication skills. Attention to detail with the ability to work independently and as part of a team. Strong organizational skills and the ability to multi-task in demanding timeframes. Proficient in MS Office Suite of products Word, Excel, PowerPoint, Outlook etc.
