Job closed
Ref: LP016-82
Job description / Role
POSITION SUMMARY:
Provides general administrative and secretarial support to the clinical faculty members of the Division of Medical Education. Also provides cross-coverage for the Foundational Sciences faculty members, and for other functional areas of the division as required.
POSITION ACTIVITIES:
• As directed, provides specific support (preparing and distributing documents/posters, arranging for rooms and catering etc.) for regular or ad hoc events, activities and projects undertaken specifically by individual faculty members.
• Assists with maintaining the electronic calendars and schedules appointments for faculty members as required. Submits on-line room reservations and provides other logistical support for meetings such as compiling and distributing material and if required, recording and transcribing meeting notes.
• Provides word-processing, spreadsheet, and presentation software services including preparing correspondence from hand or type-written notes, editing and formatting documents, e.g. power-point presentations, reports, manuscripts, research proposals and other publications. General photocopying, faxing and scanning of documents as required.
• As directed, initiates shopping carts relating to the educational activities of the department ensuring compliance with WCM-Q financial policies and procedures. Assists faculty members with the completion of travel and business expense reimbursement claim forms and follows up on any queries relating to these forms as appropriate.
• Maintains the faculty area workroom, ensuring appropriate equipment, stationery supplies and materials are in place. Checks and maintains paper/toner, and reports technical problems with photocopier, scanner or fax machines via on-line ITS ticketing system.
• Liaises with the staff in the Office for Curriculum Support for the weekly course schedules and other course or clerkship information required by the faculty members. Responds to enquires from faculty members, staff, students and external organizations. Provides information based on own knowledge or re-directs inquiry to other staff as appropriate.
• Assists faculty members with completing forms for various types of leave and as directed, liaises with the College’s travel agents to co-ordinate the travel arrangements. Submits request forms to the Facilities Division to arrange local ground transportation for faculty members for educational or business purposes as required.
• Receives and distributes mail and coordinates with the mailroom for courier services as required.
• Maintains the inventory of white coats for faculty members and coordinates the laundering with the Facilities Department as required.
• As required, provides cross-coverage within the Division of Medical Education, including assisting with the proctoring of exams for the Medical Program. Maintains confidentiality of information relating to the faculty members and performs other job related duties as required.
Requirements
• BA/BS and 2 or more years experience in higher education, or a related field.
• Strong communication, interpersonal, and organizational skills.
• Must be service-oriented, with ability to multi-task effectively in a busy environment.
• Proficiency in word processing, email and spreadsheet usage; i.e. MS-Word and Excel.
• Excellent written and spoken English language skills required.
• Flexibility in work hours necessary as early mornings or late afternoons may be required.
HIGHLY DESIRABLE REQUIREMENTS
• Bilingual in English and Arabic preferred.
WORKING CONDITIONS/PHYSICAL DEMANDS
• The work is performed in a modern office environment.
• At least 70% of the work is performed sitting at a computer terminal.
About the Company
Weill Cornell Medicine-Qatar was established in 2001 as a partnership between Cornell University and Qatar Foundation (QF). The first medical school in Qatar and a pioneer of coeducation at the university level, WCM-Q offers an integrated Six-Year Medical Program that incorporates pre-medical and medical studies and leads to the Cornell University M.D. degree.
Teaching is by Cornell and Weill Cornell faculty, including physicians at Hamad Medical Corporation (HMC) who hold Weill Cornell appointments. Enrollment has grown rapidly from 25 first-year pre-medical students in the fall of 2002 to over 300 students from more than 30 countries today.
WCM-Q is part of Weill Cornell Medicine in New York City, which was founded over 100 years ago, and shares the same mission:
- To provide the finest education possible for medical students
- To conduct research at the cutting edge of knowledge
- To improve healthcare both now and for future generations
- To provide the highest quality of care to the community
WCM-Q’s home city is Doha, a thriving cosmopolitan metropolis with a culturally diverse population, a rapidly growing economy, and modern infrastructure. WCM-Q is a member of Qatar Foundation, a not-for-profit organization with multiple centers focused on education, research and innovation, and community development. WCM-Q is located within Education City, the flagship development of QF, which occupies more than 12 square kilometers and is home to some of the world’s leading educational institutions, including Hamad Bin Khalifa University, and overseas campuses of elite universities, such as VCUarts Qatar, Texas A&M University at Qatar, Northwestern Qatar, Georgetown University in Qatar, Carnegie Mellon University in Qatar, and HEC Paris in Qatar.