Administrative Assistant (Clinical Clerkship)- UAE Nationals only

Job Title:                                Clinical Clerkship Administrative Assistant

College:                                  College of Medicine

Grade:                                                                       

The following statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so qualified.

SUMMARY OF FUNCTIONS:

The Clinical Clerkship Admin Assistant is responsible for the coordination and management of clinical rotations for medical students in a hospital or healthcare setting. The role requires strong organizational skills, attention to detail, and the ability to work collaboratively with medical staff, faculty, and students. The Clinical Clerkship Admin Assistant will be responsible for ensuring that clinical rotations run smoothly, are properly staffed, and meet educational requirements.

ESSENTIAL DUTIES & RESPONSIBILITIES: 

1. Coordinate and manage clinical rotations for medical students, including scheduling, staffing, and site selection.
2. Develop and maintain relationships with medical staff, faculty, and students to ensure a positive learning experience.
3. Monitor and evaluate the quality of clinical rotations, providing feedback and recommendations for improvement.
4. Ensure compliance with accreditation and regulatory requirements related to clinical education.
5. Manage communication with students, adjunct clinical faculty, and preceptors regarding clinical rotation logistics, requirements, and expectations.
6. Maintain accurate records and documentation related to clinical rotations, including student evaluations, preceptor assignments, and attendance records.
7. Collaborate with other staff and faculty to ensure alignment of clinical rotations with the overall medical education curriculum.
8. Participate in ongoing professional development related to clinical education and accreditation.
9. Answer telephones, route calls, take messages, and provide general information; greet and direct visitors; answer routine inquiries; maintain log of inquiries as required.
10. Help in the daily and smooth running of the office/department.
11. Prepare clerkship materials, including reports, presentations, and agendas.

1. Establish, maintain, process, and/or updates files, records, and/or other documents.
2. May perform specialized services of a routine clerical/administrative nature in strict accordance with established procedural guidelines, as appropriate to the position.
3. May order, stock, and distribute office supplies.
4. May run various routine errands, as required, for the unit/department.
5. Perform miscellaneous job-related duties as assigned.

SUPERVISION:

• Report to: Dean
• Subordinates: Head of Clinical Sciences and Medical Education.

QUALIFICATIONS & EXPERIENCE:

University diploma/Bachelor’s Degree with 2 years of experience related to the secretarial field. Experience in hospital or university setting is an advantage.

KNOWLEDGE & SKILLS:

• Strong organizational and project management skills, with the ability to manage multiple tasks and priorities simultaneously.
• Excellent communication and interpersonal skills, with the ability to interact effectively with a variety of stakeholders.
• Knowledge of accreditation and regulatory requirements related to clinical education.
• Familiarity with learning management systems and other educational technology preferred.
• Ability to work independently and collaboratively in a fast-paced, dynamic environment.
• Demonstrated commitment to equity, diversity, and inclusion.
• Ability to understand and follow specific instructions and procedures.
• Ability to prepare and print routine correspondence, labels, and/or other basic written material.
• Possess excellent oral and written communications skills.
• Proficient in Microsoft Office Suite, particularly Word, Excel, and PowerPoint.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Ability to maintain calendars and schedule appointments.
• Skill in the use of operating basic office equipment.
• Record maintenance skills.
• Receptionist skills.

WORKING CONDITIONS:

• Work is normally performed in a typical interior/office work environment with limited travel between affiliate hospitals.
• No or very limited physical effort required.
• No or very limited exposure to physical risk.